Minutes of the Board of Regents of Stephen F. Austin State University. 2009, Volume No. 254

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Stephen F. Austin
State University
Minutes of the
Board of Regents
Nacogdoches, Texas
July 20 and 21,2009 (Volume 254)
TABLE OF CONTENTS
BOARD MINUTES FOR JULY 20 AND 21,2009
MEETING 254
Page
Approval of Minutes
Board Order 09-36
Approval of April 20 and 21, 2009, May 15, 2009 and May 27, 2009 Minutes 3
Administration
Board Order 09-37
Election of President 3
Election of General Counsel 3
Election of Director of Audit Services 3
Election of Assistant to the Board of Regents 3
Personnel
Board Order 09-38
Faculty Appointments for 2009-2010 4
Staff Appointments for 2009-2010 5
Changes of Status for 2009-2010 6
Retirements 8
Board Order 09-39
Holiday Schedule for 2009-2010 8
Academic and Student Affairs
Board Order 09-40
Small Classes for Summer 12009 9
Board Order 09-41
Intercollegiate Athletic Policy and Procedure Manual 9
Building and Grounds
Board Order 09-42
Transfer of the Ed and Gwen Cole Art Center from the SFA Real Estate Foundation
to Stephen F. Austin State University (Executive Session Item) 9
Authority to Seek Approvals for Energy Performance Contract Requirements 10
Freshman Residence Hall and Parking Garage 11
Approval of the Fiscal Year 2009-10 Capital Infrastructure Plan 11
Financial Affairs
Board Order 09-43
Adoption of the Fiscal Year 2009-10 Institutional Budget 11
Adoption of the Fiscal Year 2009-10 Capital Budget 12
General Liability Insurance 12
Athletic Programs Insurance 12
Automotive Insurance 13
Directors and Officers Insurance 13
Purchase of Electric Utilities from Deep East Texas Electric Coop
for FY 2009-10 13
Purchase of Natural Gas 14
Purchase of Water, Sanitary Sewer and Landfill Services 14
Purchase of University Vehicles 15
Banner AxcessFY 2009-10 Project Budget 15
University Work Order System 15
University Policies and Procedures
Board Order 09-44
Policy Revisions 15
Reports
President
Audit Services Report
Faculty Senate
Student Government Association
Appendices
Appendix 1 - Small Classes Summer 12009
Appendix 2 - Athletic Policy and Procedure Manual Revisions
Appendix 3 - Resolution Authorizing a Request for Financing for Freshman Residence
Hall and Parking Garage
Appendix 4 - Resolution Declaring Expectation to Reimburse Expenditures with
Proceeds of Future Debt for Freshman Residence Hall and Parking Garage
Appendix 5 - Capital Infrastructure Plan Project Items
Chemistry Building Renovation
Kennedy Auditorium Seating and Sound System
Campus Entrance Signage
Renovation of the Juanita Curry Boynton House
Hall 20 Shower Renovation
Kerr Underground Piping Replacement
Griffith Roof Repair
Residence Hall Wireless Networking
Twilight Ballroom Renovation
Steen Residence Hall Refurbishing
Athletic Irrigation System and Field House Air Conditioning Units
Appendix 6 - Proposed HEF Allocations FY 2009-10
Appendix 7 - Capital Infrastructure Plan Budget FY 2009-10
Appendix 8 - Policy Revisions
Acceptable Use of Information Resources (F-40)
Assembly and Demonstrations (D-23)
Auditing a Course - Tuition and Fees (C-3)
Best Value Procurement (C-7)
Budget Control (C-47)
Building Design Standards (B-37) NEW
Check Cashing (C-6)
Central Stores (F-7)
Computing Software Copyright (D-43)
Conflict of Interest in Sponsoring Activities (A-l 1.5)
Delegated Purchasing Authority (C-10)
Duties and Responsibilities of Offices Reporting to the Provost and Vice
President for Academic Affairs (E-13A)
Energy Conservation (B-6)
External Bank Accounts (C-54)
File Maintenance for Faculty Personnel Files (A-60)
Flag Display (D-15)
Fleet Management (B-33)
Institutional Reserves Fund (C-55)
Lease, Rental or Use of Off-Campus Facilities (B-35)
Memberships (C-17)
Misconduct in Research (A-31.5)
Payment Card Acceptance and Security (C-61) NEW
Payments to Human Research Subjects (A-72) NEW
Physical Plant Charges (B-21)
Prohibition of Campus Violence (D-55) NEW
Property Inventory and Management (C-42)
Purchase of Electronic and Information Resources (C-62)
Purchase Requisition (C-30)
Purchase Voucher (C-31)
Restrictions on Purchasing and Contracting with Certain Vendors (C-48)
Satisfactory Academic Progress for Financial Aid Recipients (A-40)
Service Awards (E-45)
Small-Size Classes (A-46)
Student Conduct Code (D-34.1)
Student Discipline (D-34)
Terminal Degree Policy (E-73) NEW
Vehicle Repair and Maintenance (B-31)
Stephen F. Austin State University
Minutes of the Meeting of the Board of Regents
Nacogdoches, Texas
July 20 and 21,2009
Austin Building 307
Meeting 254
Monday, July 20,2009
The regular meeting of the Board of Regents was called to order in open session at 8:00
a.m., Monday, July 20, 2009, by Chair James Thompson.
PRESENT:
Board Members: Mr. James Thompson, Chair
Mr. Richard Boyer
Dr. Scott Coleman
Mr. James Dickerson
Ms. Valerie Ertz
Mr. Bob Garrett
Ms. Morgan Tomberlain
Mr. Melvin White
President: Dr. Baker Pattillo
Vice-Presidents: Dr. Richard Berry
Mr. Danny Gallant
Mr. Steve Westbrook
General Counsel: Ms. Yvette Clark
Other SFA administrators, staff, and visitors
The Building and Grounds Committee convened at 8:00 a.m. and adjourned at 10:00
a.m. The Finance/Audit Committee convened at 10:17 a.m. and adjourned at 11:05 a.m.
The Academic and Student Affairs Committee convened at 11:20 a.m. and adjourned at
2:50p.m.
The board reconvened at 3:00 p.m. as a committee of the whole to hear a presentation on
the marketing plan from the Executive Director of Marketing and Public Affairs.
The chair called for an executive session at 3:30 p.m. to consider the following items:
Deliberations Regarding the Purchase, Exchange, Lease, Sale or Value of Real Property
(Texas Government Code, Section 551.072)
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• Possible property acquisition in open session
Consultation with Attorney Regarding Legal Advice or Pending and/or Contemplated
Litigation or Settlement Offers, including but not limited to legal advice on alcohol
liability, update on Sabine/Rowecom bankruptcy, pending criminal charges involving
terroristic threat, Selman vs. SFA et al, and Campus Partners vs. SFA et al (Texas
Government Code, Section 551.071)
Deliberations Regarding Negotiated Contracts for Prospective Gifts or Donations (Texas
Government Code, Section 551.073)
Consideration of Individual Personnel Matters Relating to Appointment, Employment,
Evaluation, Assignment, Duties, Discipline, or Dismissal of an Officer or Employee,
including but not limited to general counsel, director of audit services, assistant to the
Board of Regents, basketball coach, physical plant personnel, vice presidents and
president (Texas Government Code, Section 551.074)
The executive session ended at 5:00 p.m. and the board meeting was recessed for the
evening with no further action.
Tuesday, July 21,2009
The chair reconvened the board meeting in open session at 9:00 a.m. on Tuesday, July
21,2009.
PRESENT:
Board Members: Mr. James Thompson, Chair
Mr. Richard Boyer
Dr. Scott Coleman
Mr. James Dickerson
Ms. Valerie Ertz
Mr. Bob Garrett
Ms. Morgan Tomberlain
Mr. Melvin White
President: Dr. Baker Pattillo
Vice-Presidents: Dr. Richard Berry
Mr. Danny Gallant
Mr. Steve Westbrook
General Counsel: Ms. Yvette Clark
Other SFA administrators, staff, and visitors
Regent Coleman led the pledge to the flags and provided the invocation.
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RECOGNITIONS
President Pattillo introduced the newly appointed student regent, Morgan Tomberlain,
and her family; Ms. Tomberlain was sworn in by the chair of board. Dr. Ric Berry
introduced faculty members who have been newly appointed to academic leadership
positions.
APPROVAL OF MINUTES
Board Order 09-36
Upon motion by Regent White, seconded by Regent Coleman, with all members voting
aye, the minutes of the April 20 and 21, 2009, May 15, 2009 and May 27, 2009 meetings
were approved.
ADMINISTRATION
Board Order 09-37
Upon motion by Regent Thompson, seconded by Regent Ertz, with all members voting
aye, the following items were approved:
ELECTION OF PRESIDENT
A performance evaluation was conducted, and Baker Pattillo was reelected president of
Stephen F. Austin State University at an annual salary of $286,000, effective September
1,2009.
ELECTION OF GENERAL COUNSEL
A performance evaluation was conducted, and Yvette Clark was reelected general
counsel at an annual salary of $131,250, effective September 1, 2009.
ELECTION OF DIRECTOR OF AUDIT SERVICES
A performance evaluation was conducted, and Gina Oglesbee was reelected director of
Audit Services at an annual salary of $104,000, effective September 1, 2009.
ELECTION OF ASSISTANT TO THE BOARD OF REGENTS
A performance evaluation was conducted, and Judy Buckingham was reelected assistant
to the Board of Regents at an annual salary of $43,200, effective September 1, 2009.
PERSONNEL
Board Order 09-38
Upon motion by Regent White, seconded by Regent Garrett, with all members voting
aye, the following personnel items were approved:
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FACULTY APPOINTMENTS FOR 2009 - 2010
Business
Traci Austin, Assistant Professor of General Business, Ph.D. (University of Nebraska) at
an academic year salary of $63,000 for 100 percent time, effective September 1,2009.
Robert G. Ball Assistant Professor of Computer Science, Ph.D. (Virginia Polytechnic
Institute and State University), at an academic year salary of $85,000 for 100 percent
time, effective September 1, 2009.
David Cook, Associate Professor of Computer Science, Ph.D. (Texas A&M University),
at an academic year salary of $92,000 for 100 percent time, effective September 1,2009.
Matthew D. Lindsev, Assistant Professor of Management, Marketing, and International
Business, Ph.D. (University of North Texas), at an academic year salary of $92,000 for
100 percent time, effective September 1, 2009.
Education
Karen E. Jenlink, Professor of Secondary Education and Educational Leadership, Ed.D.
(Texas A&M University-Commerce), at an academic year salary of $69,000 for 100
percent time, effective September 1, 2009.
Fine Arts
Dana C. Gloege, Assistant Professor of Theatre, M.F.A. (Texas Tech University), at an
academic year salary of $46,800 for 100 percent time, effective September 1, 2009.
John N. Roberts, Director of the School of Music, D.M. (Yale University), at an annual
salary of $94,000 for 100 percent time, effective July 15,2009.
Liberal and Applied Arts
Andrew Brininstool, Visiting Assistant Professor of English, M.F.A. (University of
Houston), at an academic year salary of $45,000 for 100 percent time, effective
September 1,2009.
Ben Dixon, Assistant Professor of Philosophy, Ph.D. (Bowling Green State University),
at an academic year salary of $46,000 for 100 percent time, effective September 1, 2009.
John Hendricks, Professor and Director of Division of Communication and
Contemporary Culture, Ph.D. (University of Southern Mississippi), at an annual salary of
$98,000 for 100 percent time, effective September 1, 2009.
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T. Lucas Hollar, Assistant Professor of Government, Ph.D. (Florida Atlantic University),
at an academic year salary of $49,000 for 100 percent time, effective September 1, 2009.
Denise T. Millstein, Assistant Professor of English, Ph.D. (Louisiana State University), at
an academic year salary of $46,000 for 100 percent time, effective September 1, 2009.
Kim Rich-Rice, Assistant Professor of Social Work, Ph.D. (University of Texas), at an
academic salary of $46,000 for 100 percent time, effective September 1, 2009.
Nora Vivas, Instructor of Modern Languages, M.A. (University of Houston), at an
academic year salary of $43,000 for 100 percent time, effective September 1, 2009.
Sciences and Mathematics
Robert K. Henderson, Assistant Professor of Mathematics and Statistics, Ph.D. (Southern
Methodist University), at an academic year salary of $54,000 for 100 percent time,
effective September 1,2009.
STAFF APPOINTMENTS FOR 2009 - 2010
Admissions
Brian T. Blackwell, Admissions Counselor, at an annual salary of $28,000 for 100
percent time, effective June 8, 2009.
Athletics
Daniel J. Kaspar, Head Men's Basketball Coach, approval of contract addendum adding a
one year contract extension to the existing two year contract term, at an annual base
salary of $129,150 for 100 percent time, effective September 1, 2009.
Micah Lynn Rhodes, Assistant Softball Coach, at a salary of $2,400 for 100 percent time
for Summer II, effective July 20, 2009.
Charter School
Casey L. Watts, Teacher, at an academic year salary of $37,800 for 100 percent time,
effective August 13, 2009.
Shawna Slaughter, Teacher, at an academic year salary of $42,300 for 100 percent time,
effective August 13, 2009.
Erin Michelle Wyatt, Teacher, at an academic year salary of $36,800 for 100 percent
time, effective August 13, 2009.
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Controller
Judith F. Kruwell, Accountant II, at an annual salary of $42,000 for 100 percent time,
effective April 20, 2009.
Fine Arts
Geneva Tsui-Shan Fung, Staff Accompanist-Music, at an academic year salary of
$35,000 for 100 percent time, effective September 1, 2009.
Forestry and Agriculture
Andrea Nicole Loyd, Beef Farm Supervisor, at an annual salary of $37,672 for 100
percent time, effective July 1, 2009.
Research and Sponsored Programs
Jennifer Diane Hanlon, Assistant Director, at an annual salary of $55,000 for 100 percent
time, effective June 1, 2009.
Residence Life
Jennifer A. Waters, Assistant Director of Housing, at an annual salary of $57,330 for 100
percent time, effective April 13, 2009.
Student Life
Jamie R. Bouldin, Assistant Director-Student Life, at an annual salary of $37,500 for 100
percent time, effective June 1, 2009.
CHANGES OF STATUS FOR 2009 - 2010
Business
Michael M. Pickard, from Professor of Computer Science at an academic year salary of
$93,021 for 100 percent time, to Professor and Chair of Computer Science at an 11-
month salary of $120,750 for 100 percent time, effective September 1, 2009.
Development
John H. Lewis, shall remain the Interim Vice President for Development and Professor of
Economics and Finance, effective June 1, 2009 through August 31, 2009 with no
additional salary and will continue in both capacities effective September 1, 2009 with an
academic year salary of $135,984.
-6-
Disability Services
Amanda R. Hopson, from Service Provider at a commissioned rate of pay as needed, to
Interpreter at an annual salary of $38,000 for 100 percent time, effective May 18, 2009.
Education
Robert O. Choate, from Professor of Human Services at an academic year salary of
$70,798 for 100 percent time, to Professor and Interim Chair of Human Services at an
academic year salary of $70,798 for 100 percent time, with an additional stipend of
$1,000 per month for interim duties, effective June 1, 2009.
Mel Finkenberg, from Chair of Kinesiology at an annual salary of $118,474 for 100
percent time, to Interim Dean of Education at an annual salary of $128,500 for 100
percent time, effective July 1, 2009.
Dawnella Rust, from Professor of Kinesiology at an academic year salary of $64,202 for
100 percent time, to Professor and Interim Chair of Kinesiology at an annual salary of
$85,602 for 100 percent time, with an additional stipend of $1,000 per month for interim
duties, effective July 1, 2009.
Forestry and Agriculture
Pieter Post, from Intern at an annual salary of $24,000 for 100 percent time, to Supervisor
of Broiler Research Center at an annual salary of $31,152 for 100 percent time, effective
May 1,2009.
Ping Wang, from Research Associate-Medicinal Plants at an annual salary of $30,752 for
100 percent time, to Research Scientist-Medicinal Plants at an annual salary of $36,000
for 100 percent time, effective April 1, 2009.
Library
Susan D. Clarke, from Librarian II-Head of Digital Projects at an annual salary of
$50,040 for 100 percent time, to Librarian II-Head of Research and Instructional Service
at an annual salary of $60,000 for 100 percent time, effective July 1, 2009.
Liberal and Applied Arts
Sudeshna Roy, from Instructor of Communication at an academic year salary of $40,000
for 100 percent time, to Assistant Professor of Communication at an academic year salary
of $46,000 for 100 percent time, effective September 1, 2009.
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Student Affairs
Michael H. Preston, from Director of Student Life at an annual salary of $58,689 for 100
percent time, to Director of Student Affairs at an annual salary of $65,000 for 100 percent
time, effective June 1, 2009.
RETIREMENTS
The following retirements were accepted.
Larry W. Bailey, Procurement and Property Services, effective July 4, 2009
Dorothy L. GottshalL Elementary Education, effective July 31, 2009
Lucille Hackard, Library, effective August 31, 2009
Gail Leslie, Computer Science, effective July 31, 2009
Linda Whiting, Sciences and Mathematics, effective July 31, 2009
Board Order 09-39
Upon motion by Regent Garrett, seconded by Regent White, with all members voting
aye, the following item was approved:
HOLIDAY SCHEDULE FOR 2009-2010
Fourteen holidays are allowed by the State for 2009-2010. The following schedule
would allow SFA to be closed for Labor Day, 2 days at Thanksgiving, 6 working days
during Christmas and New Year's Day, 5 working days at Spring Break, and Memorial
Day, which totals sixteen days. Employees would be required to take one day of
vacation or compensatory time on December 31, and one day of vacation or
compensatory time on March 19.
September 7 January 1
November 26 March 15
November 27 March 16
December 24 March 17
December 25 March 18
December 28 March 19
December 29 May 31
December 30
December 31
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ACADEMIC AND STUDENT AFFAIRS
Board Order 09-40
Upon motion by Regent Dickerson, seconded by Regent White, with all members voting
aye, the following academic item was approved:
SMALL CLASSES SUMMER 12009
Whereas, the board considered the following: Texas Higher Education Coordinating
Board rules require that all regular organized undergraduate classes with fewer than ten
students enrolled and regular graduate classes with fewer than five students enrolled be
approved by the Board of Regents. Under policies established by the board, such classes
can only be taught for specific reasons, such as the course being needed for students to
meet graduation requirements, etc. Courses for Summer I 2009 are listed in Appendix 1.
Therefore, the Summer 12009 small class list in Appendix 1 was approved.
Board Order 09-41
Upon motion by Regent Dickerson, seconded by Regent White, with all members voting
aye, the following academic item was approved:
INTERCOLLEGIATE ATHLETIC POLICY AND PROCEDURE MANUAL
Whereas, the board considered the following: In accordance with NCAA requirements
the university adopted an Intercollegiate Athletic Policy and Procedure Manual in 1994.
This policy manual is annually reviewed and approved by the Board of Regents in its
July meeting. Minor policy and/or procedure changes have occurred since the July 2008
revision and are included in Appendix 2.
Therefore, the revisions to the Athletic Policy and Procedure Manual were approved as
presented in Appendix 2.
BUILDING AND GROUNDS
Board Order 09-42
Upon motion by Regent Garrett, seconded by Regent White, with all members voting
aye, the following building and grounds items were approved:
TRANSFER OF THE ED AND GWEN COLE ART CENTER FROM THE SFA REAL
ESTATE FOUNDATION TO STEPHEN F. AUSTIN STATE UNIVERSITY
(EXECUTIVE SESSION ITEM)
Whereas, the board considered the following: The SFA Real Estate Foundation received
a donation of a building located at 329 Main Street in Nacogdoches. In the past, the
historic building was known as the "Old Opera House" and used as a stopover place for
theatrical companies traveling to Houston and Shreveport, Louisiana. The Opera House
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was home to numerous operas, plays, melodramas, burlesque and magic shows. The
building was donated with the expectation that it be used for the benefit of Nacogdoches
as a theater, meeting place for the arts, educational facility, civic events or other public
benefit and that it be known as the "Opera House" with a plaque affixed indicating it was
donated by the descendants of Willie Maud Cason and D.K. Cason. The value of the
building at the time of original donation was estimated at $200,000. The SFA Foundation
received financial donations of approximately $1.5 million to renovate the building and
also obtained an interest-free construction loan to complete the necessary renovations.
The building has been completely renovated and named the Ed and Gwen Cole Art
Center at the Old Opera House. The university has a lease to use the facility providing all
operating, insurance and maintenance costs.
The SFA Real Estate Foundation Board voted on June 24, 2009, and approved the
transfer of the property to the university.
Therefore, it was approved that the university accept the Ed and Gwen Cole Art Center
at the Old Opera House located at 329 Main Street, Nacogdoches, Texas, to be
recognized as university-owned property and that the president be authorized to execute
any necessary documents.
AUTHORITY TO SEEK APPROVALS FOR ENERGY PERFORMANCE
CONTRACT REQUIREMENTS
Whereas, the board considered the following: At its May 15,2009 meeting, the Board of
Regents selected Siemens Corporation to conduct an energy audit and present an energy
performance contract proposal to the university. With regard to financing, the State
Energy Conservation Office (SECO) currently finances energy performance contracts up
to $10 million at an interest cost of 3 percent. In addition, federal stimulus funds have
been earmarked for SECO distribution. The university has submitted paperwork to SECO
which is required for subsequent loan consideration if the project is approved and moves
forward.
After the energy audit is completed, state law requires that the university obtain an
independent third party review of the audit. If financing is obtained through the State
Energy Conservation Office, SECO will engage a firm to conduct the review at no cost to
the university. If financing is not obtained through SECO, it would be necessary to hire a
firm to conduct the review. Based on a preliminary audit assessment, Siemens
Corporation anticipates the total energy performance plan to range between $12 and $20
million.
Therefore, the administration was given authority, after the plan is finalized, to obtain a
third party review of the Siemens energy audit, seek Texas Higher Education
Coordinating Board approval for the energy performance contract at a cost not to exceed
$20 million, seek current SECO financing for up to $10 million and seek additional
federal stimulus financing through SECO to complete the appropriate scope of work.
Final project scope and finance approval will require additional board action.
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FRESHMAN RESIDENCE HALL AND PARKING GARAGE
Whereas, the board considered the following: Consistent with our "Preparing for the
Future" Strategic Plan, the university has made a commitment to increase both student
enrollment and student retention. Student housing is an important element within this
strategy. It is know that living on campus has a positive correlation to student retention.
In addition, the demand for student housing continues to increase as the university grows.
In April 2009 the Board of Regents selected an architect and construction manager to
begin design of a new residence hall and parking garage for the SFA campus that will
help address enrollment growth, help enhance our retention efforts and continue to
integrate academic success and student life.
Therefore, the administration was given authority to seek Texas Higher Education
Coordinating Board project authority to issue revenue financing bonds for the
construction of a new freshman residence hall and parking garage at a cost not to exceed
$35,000,000. Pending coordinating board approval, the administration was given
authority to seek approval from the Texas Public Finance Authority and Bond Review
Board for bond issuance. The bond issuance resolutions were approved, as presented in
Appendices 3 and 4.
APPROVAL OF THE FISCAL YEAR 2009-10 CAPITAL INFRASTRUCTURE PLAN
Whereas, the board considered the following: The university has a long term campus
infrastructure plan that addresses capital renewal, deferred maintenance and renovation
projects. The 2009-10 capital plan addresses the university's current infrastructure needs.
2009-10 initiatives in the plan are comprehensive and include academic renovation,
campus improvement, and residence and student life enhancement.
Therefore, the board approved the adoption of the $9,893,000 fiscal year 2009-10
capital infrastructure plan by project. The plan is detailed in Appendix 5 and includes
new construction, campus improvement, deferred maintenance, and renovation. Each
project in Appendix 5 was funded at a level not to exceed the item cost, the source of
funds be used as described and the administration was authorized to sign associated
purchase orders and contracts.
FINANCIAL AFFAIRS
Board Order 09-43
Upon motion by Regent Ertz, seconded by Regent Boyer, with all members voting aye,
the following financial affairs items were approved.
ADOPTION OF THE FISCAL YEAR 2009-10 INSTITUTIONAL BUDGET
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Whereas, the board considered the following: In accordance with Article III of the
Appropriation Bill for the 2009-10 biennium, the recommended institutional budget
totaling $212,876,514 for the 2009-10 fiscal year is submitted for approval. The 2009-10
proposed budget includes state funded increases and tuition, fees and room and board
increases approved by the Board of Regents at its April 21, 2009 meeting. The fiscal year
2009-10 budget reflects student enrollment growth, additional residence hall occupancy
and recognition of anticipated restricted funds expenditures, which are in addition to
ordinary budget operations. The proposed 2009-10 budget includes a 3% salary increase
merit pool for faculty and staff, an increase for faculty promotions, salary equity
adjustments and staff ^classifications. The total institutional salary increase commitment
is 4%. A detailed Higher Education Fund allocation is included in Appendix 6.
Therefore, the fiscal year 2009-2010 institutional budget was approved as presented.
ADOPTION OF THE FISCAL YEAR 2009-10 CAPITAL BUDGET
Whereas, the following was considered by the board: The university has developed a
comprehensive institutional capital infrastructure plan for fiscal year 2009-10.
Therefore, the board approved the adoption of the fiscal year 2009-10 capital
infrastructure plan budget of $9,893,000 as delineated in Appendix 7, with the project
costs not to exceed the stated estimated costs for each project.
GENERAL LIABILITY INSURANCE
Whereas, the board considered the following: The university is currently utilizing agent
services of Wachovia/Wells Fargo for general liability insurance, and uses the State
Office of Risk Management (SORM) for renewal options and solicitations. Current
policy expenditures are $125,413.00 for coverage to date. No official proposal has been
received but is expected to increase by approximately 10%.
Therefore, it was approved that the university continue to provide justification to the
State Office of Risk Management (SORM) to purchase this coverage at the best value to
the university. SORM must approve any insurance negotiated contract. Approval was
given to contract insurance covering general liability at a cost to be negotiated with
Wachovia/Wells Fargo. The president was authorized to sign the contract.
ATHLETIC PROGRAMS INSURANCE
Whereas, the board considered the following: The NCAA provides catastrophic
coverage for injuries that exceed $75,000. The university solicited proposals and awarded
a contract for a self-insured retention plan for athletic medical excess insurance to cover
injuries below the NCAA coverage threshold. The current agent is Bob McCloskey with
UTICA Mutual as the underwriter. The current premium is $19,423 with a $12,000
administration fee. The Self Insured Retention Plan (SIR) is $150,000. The cost of the
insurance is expected to remain approximately the same.
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Therefore, the university was authorized to continue coverage that provides the best
value to the university. The State Office of Risk Management (SORM) must approve
any insurance negotiated contract. The source of funding will be auxiliary funds.
Approval was given to secure coverage for the 2009-2010 athletic seasons with options to
renew, and the president was authorized to sign the contract.
AUTOMOTIVE INSURANCE
Whereas, the board considered the following: The university uses the State Office of
Risk Management (SORM) for renewal options and solicitations. SORM has completed
the process of renewing the Automotive Policy and the award is going to
Wachovia/Wells Fargo with OneBeacon Insurance Company as the underwriter. Current
policy expenditures are $84,490.66 for coverage to date.
Therefore, the university was authorized to continue to use the State Office of Risk
Management (SORM) insurance program to determine which combination of coverage
provides the best value to the university. SORM must approve any insurance negotiated
contract. Approval was given to contract insurance covering automotive at a cost to be
negotiated with an agent selected through the SORM process with options to renew for
three additional years, subject to administrative approval. The president was authorized to
sign the contract.
DIRECTORS AND OFFICERS INSURANCE
Whereas, the board considered the following: The university is currently utilizing agent
services of Wachovia/Wells Fargo for D & O insurance, and uses the Office of Risk
Management (SORM) for renewal options and solicitations. Current policy expenditures
are $43,897.00 for coverage to date. No official proposal has been received but coverage
is expected to increase by 10%. As soon as the proposal is submitted, it will be presented
so that we may get signatures and formalize the agreement.
Therefore, the university was authorized to continue to use the State Office of Risk
Management (SORM) insurance program to determine which combination of coverage
provides the best value to the university. SORM must approve any insurance negotiated
contract. Approval was given to contract insurance covering D & O at a cost to be
negotiated with an agent selected through the SORM process. The president was
authorized to sign the contract.
PURCHASE OF ELECTRIC UTILITIES FROM DEEP EAST TEXAS ELECTRIC
COOP FOR FY10
Whereas, the board considered the following: The university utilizes regulated
electricity from the Deep East Texas Electric Coop to serve the Todd Agricultural
Research Center and the Temple-Eastex Forestry Laboratory. Fiscal year 2007-08 total
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expenditures were $68,014 and fiscal year 2008-09 expenditures as of May 31, 2009
were $50,909.
Therefore, it was approved that the university purchase electricity from the Deep East
Texas Electric Coop to serve the Todd Agricultural Research Center and the Temple-
Eastex Forestry Laboratory for fiscal year 2009-10. The president was authorized to sign
the purchase order.
PURCHASE OF NATURAL GAS
Whereas, the board considered the following: The university currently purchases its
natural gas through a contract with Centerpoint Energy Services. The contract price for
gas is a variable rate based on spot gas prices for "East Texas, Houston Ship Channel".
This contract is automatically renewed each year unless either party provides 30 days
written notice. Fiscal year 2008-09 natural gas expenditures of $1,524,304 reflect billings
through May 2009.
The university reviewed proposals from natural gas providers. In addition, the Texas
General Land Office also sells gas to state agencies. We are required to submit any
natural gas contract to the Texas General Land Office for its review.
Based on a review of proposals from natural gas providers and a market assessment, the
administration determined that a fixed price natural gas contract would be the most
appropriate method for the purchase of natural gas.
Therefore, it was approved that the university accept fixed price bids from
Constellation New Energy, Atmos Energy Marketing and Centerpoint Energy Services
for a one year period (9/1/09 to 8/31/10) and a two year period (9/1/09 to 8/31/11) no
later than July 31, 2009. The vice president for finance and administration was given the
authority to select the contract that represents the best value to the university. Once the
best value contract is selected, it will be submitted to the Texas General Land Office. The
president was authorized to sign the contract with either the selected natural gas provider
or the Texas General Land Office, based on best value for the university.
PURCHASE OF WATER, SANITARY SEWER AND LANDFILL SERVICES
Whereas, the board the considered the following: The university utilizes water, sanitary
sewer and landfill services provided by the City of Nacogdoches. Fiscal year 2007-08
total expenditures were $1,327,200 and fiscal year 2008-09 expenditures as of May 31,
2009 were $995,065.
Therefore, it was approved that the university purchase water, sanitary sewer and
landfill services from the City of Nacogdoches for fiscal year 2009-10. The president was
authorized to sign the purchase order.
-14-
PURCHASE OF UNIVERSITY VEHICLES
Whereas, the board considered the following: The departments of admissions and
development travel through many areas of the state on student recruiting and donor visits.
Both departments accumulate lots of miles on leased vehicles, and the vehicles are highly
visible to prospective students and donors.
Therefore, it was approved that the university purchase vehicles for admissions and
development at a cost not to exceed $100,000. The president was authorized to sign
associated purchase orders. The fund source is the Higher Education Fund.
BANNER AXCESS 2009-10 PROJECT BUDGET
Whereas, the board considered the following: The Banner Axcess implementation
project is continuing, and the financial component of the solution will be implemented
and operational on September 1, 2009. Other functional areas will be operational as
scheduled.
Therefore, the board approved $1,000,000 in funding for the fiscal year 2009-10
Banner Axcess implementation phase. The president was authorized to sign associated
purchase orders and contracts. The fund source is the Higher Education Fund.
UNIVERSITY WORK ORDER SYSTEM
Whereas, the board considered the following: Currently, the SFA Physical Plant
Department and Housing Operations share use of a computerized maintenance
management system. The package was purchased in 1995 and received several upgrades
over the first five years. However, the software is no longer updated or supported by the
software company and cannot provide the type of work process information that is
necessary. A new computerized maintenance management system is needed to help
manage our infrastructure needs. The new system would communicate with users and
customers automatically, provide planned and preventative maintenance reports, track the
status of work orders, automate time and materials charges, provide detailed reports and
help facilitate service delivery.
Therefore, the university was authorized to purchase a computerized maintenance
management system at a cost not to exceed $200,000. The sources of funding include
HEF for $150,000 and auxiliary fluids for $50,000. The president was authorized to sign
associated purchase orders and contracts.
UNIVERSITY POLICIES AND PROCEDURES
Board Order 09-44
Upon motion by Regent Dickerson, seconded by Regent White, with all members voting
aye, the policy revisions were approved, as presented in Appendix 8.
-15-
REPORTS
The president presented a report on the following:
• 31 st Annual SFA Alumni Coaches Awards Luncheon is set for July 31.
• Summer Commencement will be held August 15
• Meet the Jacks will be on August 25
• The State of the University Address is scheduled for August 27
• Lumberjacks vs. SMU will be the first football game on September 5.
Gina Oglesbee, the director of Audit Services reported on:
• Public Funds Investment Act Compliance Review
• Interdepartmental Transfers Audit
• Annual Risk Assessment
• Update on external audits - SAO Financial Aid, NCAA Compliance, SFA
Charter School Audit
Dr. Kevin Langford, the faculty senate chair, made a presentation describing SFA
student/faculty success by highlighting recent graduate, Erin Roth.
Courtney Harvey, the president of SGA made the following report:
• Changing SFA for the better by:
Focusing on organization development
Using data driven research to assess student needs and interests
More events geared toward students
• Constitution Day
• Spirit Buses
• Watermelon Bash
The meeting was adjourned at 10:00 a.m. The next regular meeting of the board will be
on October 12 and 13,2009.
-16-
Appendix 1
SMALL CLASSES SUMMER I 2009
Total Estimated Credit Hours in Small Classes 392
Total Estimated SFA Credit Hours Summer I 2009 22,050
Estimated Small Class Credit Hours as a Percentage of SFA Total Credit Hours 1.78%
DateiZ
Appendix 2
Athletic Department Policy Revisions
Appendix 2
102:1
COMMITMENTS
It is the policy of Stephen F. Austin State University to provide quality educational opportunities
to all students. In support of this commitment, SFA is dedicated to providing a setting within
which students can achieve the highest possible level of intellectual, physical and personal
development.
The Department of Intercollegiate Athletics is an integral element in the achievement of these
goals, as its programs are designed to be a significant part of the educational mission of the
University. The intercollegiate athletics program provides student, faculty, alumni and friends
with opportunity to share in the life of the collegiate community through some form of physical
activity. They may participate formally or informally as individuals, as members of a team, or as
spectators.
Department of Intercollegiate Athletics
Stephen F. Austin State University is a comprehensive, state-supported university committed to
excellence in undergraduate and graduate education. This commitment extends to maintaining a
successful intercollegiate athletic program as a substantial contributor to a comprehensive
collegiate environment. The goals of the University and the Intercollegiate Athletic Department
include excellence in achievement through specialized and multidisiplinary development,
training and competition.
The University and the Intercollegiate Athletic Department provides a successful, high-quality
program that involves a broad range of sports for students throughout the campus community,
conforms to NCAA and Southland Conference regulations, and focuses on the educational,
physical, mental, and social well being of student-athletes.
The University and the Intercollegiate Athletic Department ensures that all student-athletes meet
academic standards set by the University and NCAA. Each student-athlete is encouraged to
complete chosen academic programs and become contributing citizens. Their health and safety
receive the highest priority.
The University and the Intercollegiate Athletic Department are committed to providing equal
opportunities for all student-athletes and members of the athletics staff.
National and Conference Affiliations
The University, as an official member institution of the National Collegiate Athletic Association
(NCAA) and the Southland Conference, is governed by their constitutions, bylaws and sports
directives. In creating Departmental policies and procedures, every effort has been employed to
comply with NCAA and Southland Conference rules and regulations so as to appropriately
implement all policies recommended by these authorities. This commitment encompasses all
administrative and coaching aspects of the intercollegiate athletics program, as well as the
management of student-athlete activities. Further, as a member of these governing bodies, the
University strives to actively participate in these organizations by serving on committees and in
other official capacities as requested.
Appendix 2
102:2
Equal Employment and Opportunity
University policy prohibits discrimination in education and/or employment on the basis of race,
religion, sex, ago, marital status, national origin, ancestry, sexual orientation, veteran status,
physical or mental disability, or a criminal record that is not job related race, color, religion, sex,
age, national origin, disability, or disabled veteran status, subscribing to the following statutes:
• Title VI and VII, Civil Rights Acts of 1964, as amended:
• Executive Order 11246, as amended;
• The Equal Pay Act of 1963;
• The Rehabilitation Act of 1973;
• Titles VII and VIII of the Public Health Service Act;
• Title IX of the Education Amendments of 1972;
• The Age Discrimination in Employment Act of 1967; as amended; and
• The Age Discrimination Act of 1975.
The Board of Regents of Stephen F. Austin State University, as well as the President of the
University, the Vice President of University Affairs and the Director of Athletics, are committed
to both the letter and spirit of the above cited state and federal regulations.
The University's Personnel Office Human Resources Office is available for assisting with the
application and interpretation of laws that impose special obligations on the University.
SFA
2/1998 7/2009
Appendix 2
302B:l
JOB DESCRIPTION
ASSISTANT ATHLETIC DIRECTOR FOR BUSINESS AFFAIRS
Reports To: Director of Athletics
Positions Directly Supervised:
Media Relations Director
Assistant Sports Media Relations Director
Basic Function
Responsible for directly overseeing the Department business operations and assisting the
Director of Athletics with the overall management and control of the Department budget.
Attends to daily business operations and financial planning and oversight.
Duties and Responsibilities
1. Assists in the development of budgets for all programs, in conjunction with the Director
of Athletics, Head Coaches and other administrative staff members. Monitors budgetary
compliance.
2. Participates in special planning studies related to income projections. Complies budget
estimate information for athletics program operations and special projects, as requested.
3. Assists coaches and administrative staff with the business operations pertaining to their
programs.
4. Aids in the negotiation of all Departmental contracts to include, television and radio
rights, business facilities, rental, maintenance and concessions at the direction of the
Director of Athletics.
5. Works closely with appropriate University Offices to ensure that all developed contracts
meet University, as well as State rules and regulations requirements.
11. Develops and implements capital equipment purchasing procedures and special
remodeling/maintenance projects, working with the University's Business and
Purchasing Offices.
14. Reviews game guarantees and other appropriate financial arrangements with visiting
teams, and prepares contracts for events, as necessary.
15. Oversees the planning and coordination of team travel arrangements, including
transportation, lodging, meals, etc., for regular and postseason events.
16. Assists in the development of Southland Conferencej and NCAA Championship budgets
and financial reports.
17. Keeps the Director of Athletics informed regarding Departmental fiscal operations,
providing periodic budget status reports.
Appendix 2
302B:2
18. Interfaces with internal and external auditors, as well as with other University
Departments having fiscal management authority.
19. Handles University receipts and has receipt processing duties as per University policy.
19. Attends University, Southland Conference, NCAA and other organizational meetings, as
assigned.
20. Participates on University committees and task forces, as required.
21. Initiates or participates in projects as requested by the Director of Athletics.
23 Abide by all rules of the National Collegiate Athletics Association (NCAA) and the
Southland (SLC).
24. Compliance matters will also be included in your annual Performance Management
Review.
25. Performs additional duties and special projects as assigned by the Director of Athletics.
SFA
7/2006 7/2009
Appendix 2
302G:l
JOB DESCRIPTION
ASSISTANT COACH
Reports To: Head Coach
Positions Directly Supervised: None
Basic Function
Responsible for providing coaching and administrative, and instructional assistance to the Head
Coach of a designated sport. Provides instruction to student-athletes to develop team concepts, safety,
physical health, and other related focuses. Uses independent discretion and judgment when designing and
conducting formal and informal training sessions to meet individual athlete and team needs. Responsible
for the promotion of the philosophy and objectives of the intercollegiate athletics program, including , but
not limited to, adhering to all Departmental policies and procedures, as well as the rules and regulations of
the University, the Southland Conference and the NCAA. This is a security sensitive position.
Duties and Responsibilities
1. Promotes the philosophy and objectives of the intercollegiate athletics program, to
include adhering to all Departmental policies and procedures, as well as the rules and
regulations of the University, the Southland Conference, and the NCAA. Designs and
conducts formal and informal training sessions to meet individual student-athlete and team needs.
2. Assists, as allowed by NCAA regulations, with the scouting and recruitment of student
athletes, to include assisting with on campus visits of prospective student athletes.
Provides instruction to student-athletes to develop team concepts, safety, and other related topics.
3. Assists in coaching student-athletes, to include evaluating their performances in both
practice and competition, and providing leadership and instruction in areas of
deficiencies, as required.
4. Monitors the conditioning and training of student athletes, in conjunction with the
Athletic Training staff. Assists in the planning and execution of tho off season training
program, as requested. Promotes physical health by monitoring the conditioning and training of
student-athletes, in conjunction with the Athletic Training staff.
5. Counsels team members in academic, disciplinary and personal matters, to include
consulting with the Academic Coordinator to resolve problems.
6. Participates in the collection and analysis of tactical and statistical data of opponent
teams and assists in designing game plans and strategies. Attends coaches' preparatory
meetings and implements strategies resulting from these meetings.
7. Advises and counsels student-athletes regarding their obligations to comply with all
rules and regulations related to financial aid and eligibility, as well as personal conduct
and appearance.
8.
Appendix 2
302G:2
8. Assists in monitoring the academic progress and eligibility status of student-athletes, to
include both class and study hall attendance.
9. Assists in maintaining statistics, as requested. Assists, as allowed by NCAA regulations,
with the evaluation and recruitment of student-athletes, to include assisting with on-campus
visits of prospective student-athletes.
10. Participates in public relations activities, as approved, to include granting interviews
with newspaper, radio and television media, attending press conferences and making
public appearances.
11. Assists with planning and coordinating approved fund raising activities, as assigned.
12. Assists with budget preparations, as requested.—Operates within approved budget
allocations.
13. Assists with the development of schedule for practice and competition, as assigned.
14. Assists in coordinating team travel arrangements, as requested. Travels with the team
and monitors the conduct of student-athletes.
15. Works with the Supervisor of Facilities and Equipment to ensure that necessary athletic
equipment is available for scheduled practices and competitive events.
16. Monitors the condition of equipment. Request repairs or replacement, as necessary.
17. Participants in clinics, exhibitions and camps, as approved.
18. Represents the Department at professional, civic, charitable and alumni events, as
requested.
19. Abides by all rules of the National Collegiate Athletics Association (NCAA) and the
Southland Conference (SLC).
20. Compliance matters will also be included in the annual Performance Management
Review.
21. Performs other duties and assists with special projects as assigned by the Head Coach.
SFA
7/2005 7/2009
Appendix 2
302H:l
JOB DESCRIPTION
DIRECTOR OF WELLNESS CENTER
Reports To: Director of Athletics
Positions Directly Supervised: Assistant Strength Coach
Graduate Students and Interns
Basic Function
Responsible for developing, implementing and supervising Strength and Conditioning program
operations, to include the development and implementation of individualized conditioning,
strength and flexibility and nutrition programs for all student-athletes. Oversees Wellness Center
operations and provides direction and supervision to assistant coaches and student-athletes.
Duties and Responsibilities
1. Manages and controls the operation of the Wellness Center, ensuring compliance with
University, Southland Conference, and NCAA rules and regulations.
2. Oversees the design and implementation of total conditioning programs for each SFA
sports program during preseason, in-season and off-season periods, in conjunction with
each Head Coach and the Head Athletic Trainer. Develops and implements testing
programs to determine the effectiveness of conditioning regimes.
3. Provides for the proper supervision of student-athletes in the Wellness Center, to include
ensuring that student-athletes receive proper instruction on the safe use of weight
machines and free weights.
4. Coordinates reconditioning programs for student-athletes, in conjunction with the Head
Athletic Trainer.
5. Develops and submits the annual budget request for Strength and Conditioning program
operations. Ensures budgetary compliance through efficient and economical
management oversight.
6. Oversees the selection, installation and maintenance of Wellness Center equipment, to
include proper cleaning and repair.
7. Oversees and monitors the nutritional program for each team, as appropriate.
8. Assists with on-campus recruiting activities for prospective student-athletes, to include
helping coaches evaluate the athletic potential of prospective student-athletes.
9-. Coordinates special lectures for student athletes on such issues as the value of proper
nutrition and the dangers of steroid use.
10. Oversees the coordination of time schedules for the use of Wellness Center facilities by
each sport team and individual student-athletes. Resolves conflict as necessary.
Appendix 2
302H:2
11. Serves on various Departmental, University, Southland Conference, and NCAA
committees and task forces, as requested. Participates in NSCA activities, representing
SFA and the Association as deemed appropriate.
12. Abide by all rules of the National Collegiate Athletics Association (NCAA) and the
Southland (SLC).
13. Compliance matters will also be included in your annual Performance Management
Review.
14. Performs other duties and special projects as requested by the Director of Athletics.
SFA
7/2005 7/2009
Appendix 2
3021:1
JOB DESCRIPTION
MEDIA RELATIONS DIRECTOR
Reports To: Assistant Athletic Director for Business Affairs
Positions Directly Supervised: Assistant Media Relations Directors,
Media Relations Specialist
Interns,
Student Assistants.
Basic Function
Responsible for the development, planning, supervision and implementation of the Department's
overall media relations efforts. Provides general supervision of the Media Relations Office, all
intercollegiate sports publicity and the Athletic Department's official website.
Duties and Responsibilities
1. Implements Departmental policies and procedures as related to media relations, ensuring
the integrity and enhancing the public image of SFA's intercollegiate athletics program.
2. Remains current and ensures compliance with all applicable University, Southland
Conference, and NCAA rules and regulations.
3. Establishes and maintains cooperative working relationships with local, regional and
national media representatives. Serves as the press liaison, arranging press conferences
and establishing procedures for interviewing student-athletes, coaches and
administrators. Arranges interviews when appropriate and convenient with
Departmental personnel.
4. Prepares budget requests for operating the Sports Information Office. Ensures budgetary
compliance through economical and efficient management.
5. Supervises Media Relations Office personnel in the performance of their duties related to
daily sports media services, the production of news releases and statistics, and the
development of sports publications.
6. Coordinates media requests from radio, television and press personnel. Issues press
credentials. Directs press box and press row operations.
7. Directs the preparation, maintenance and distribution of current statistical records for all
intercollegiate sports.
8. Coordinates the writing, editing, publication and distribution of all sports information, to
include press releases, feature articles, media guides, game programs and website
content.
10
Appendix 2
9. Maintains updated files on past and present SFA student-athletes and staff, including
biographical and photographic materials.
3021:2
10. Oversees photography activities, including photograph sessions for teams, as well as still
and video coverage of athletic events.
11. Acts as the Department's public relations liaison with the University, community and
media.
12. Supervises all support staff assigned to media relations activities. Delegates and
prioritizes staff administrative responsibilities.
13. Ensures that results of athletic events for all sports are reported to the appropriate media
outlets.
14. Plans and coordinates press functions for all sports, when deemed appropriate.
15. Coordinates the coverage of away events, to include working with the opponent's media
relations office and scheduling Media Relations staff travel, when deemed appropriate.
16. Assists student-athletes in dealing with media representatives.
17. Attends national, regional and Conference meetings as assigned by the Assistant Athletic
Director for Business Affairs or the Director of Athletics.
18. Performs media related duties and coordinates special projects as requested by the
Assistant Athletic Director for Business Affairs or the Director of Athletics.
19. Abide by all rules of the National Collegiate Athletics Association (NCAA) and the
Southland (SLC).
20. Compliance matters will also be included in your annual Performance Management
Review.
21. Performs additional duties and initiates special projects as directed by the Director of
Athletics.
SFA
7/2006 7/2009
11
Appendix 2
3020:1
JOB DESCRIPTION
Assistant Athletic Director for External Affairs
Reports To: Director of Athletics
Positions Directly Supervised: Coordinator of Athletic Operations
Graduate Assistant - Marketing & Promotions
Basic Function
Responsible for all external programs conducted on behalf of the athletic department, including
planning, directing, coordinating and securing private gifts and athletic sponsorships from
corporations, foundations and individuals, as well as developing and implementing an overall
marketing plan for the department, oversee athletic promotional, public relations and ticket
efforts. Serves as liaison for the athletic department to the office of development, alumni
associations, public relations and booster groups in developing fund raising priorities and
strategies. Work with athletic department administrative staff and coaches, university
administration and community/ state leaders in furthering the presence and image of SFA
Intercollegiate Athletics. Develop and implement strategies to increase ticket sales and overall
attendance at athletic events.
Duties and Responsibilities
1. Develop, implement and coordinate a comprehensive athletic fund-raising, corporate
partnership and a marketing and promotions plan for the University.
2. Coordinate the Athletic Department's public relations effort.
3. Oversee the Athletic Annual Fund.
4. Communications and coordinates activities with all University fund raising agencies,
including the Alumni Office, the Advancement office and outside parties.
5. Plan all athletic fund raising events.
6. Designs proposals requesting gifts and/or sponsorships from donors, businesses or
corporations and private foundations.
7. Informs donors/sponsors on a consistent basis regarding the location of their
donations/sponsorships and how it is benefiting the Athletic Department and the
University.
8. Manage the University's licensing program, and serve as primary liaison with the
University's licensing representative, CLC-IMG College.
9. Coordinate and supervise volunteer effort.
10. Adhere to all applicable NCAA and Southland Conference rules and regulations.
11. Serve as the athletic department liaison with the Office of Public Affairs.
12
Appendix 2
12. Attends luncheons or meetings with volunteers as needed.
3020:2
13. Engages in speaking commitments to promote the University.
14. Travels in order to locate potential donors.
15. Handles university receipts and has receipt processing duties as per university policy.
16. Abide by all rules of the National Collegiate Athletics Association (NCAA) and the
Southland (SLC).
17. Compliance matters will also be included in your annual Performance Management
Review.
18. Performs other duties as assigned by the Athletic Director.
SFA
7/2008 7/2009
13
Appendix 2
302P:l
JOB DESCRIPTION
ASSISTANT HEAD COACH
Reports To: Head Coach
Positions Directly Supervised: None
Basic Function
Responsible for providing coaching mid administrative, and instructional assistance to the Head Coach of a
designated sport and representing the Head Coach in his/her absence. Provides instruction to student-athletes
to develop team concepts, safety, physical health, and other related focuses. Uses independent
discretion and judgment when designing and conducting formal and informal training sessions to meet
individual athlete and team needs. Responsible for the promotion of the philosophy and objectives of the
intercollegiate athletics program, including, but not limited to, adhering to all Departmental policies and
procedures, as well as the rules and regulations of the University, the Southland Conference and the
NCAA. Regulary exercises discretion and independent judgment when performing work. This is a
security sensitive position.
Duties and Responsibilities
1. Represents the Head Coach in his/her absence.
2. Designs and conducts formal and informal training sessions to meet individual student-athlete
and team needs.
3. Provides instruction to student-athletes to develop team concepts, safety, and other related topics.
4. Assists in coaching student-athletes, to include evaluating their performances in both practice and
competition, and providing leadership and instruction in areas of deficiencies, as required.
5. Promotes physical health by monitoring the conditioning and training of student-athletes, in
conjunction with the Athletic Training staff.
6. Counsels team members in academic, disciplinary and personal matters, to include consulting
with the Assistant Athletic Director for Student Services and/or the Senior Woman
Administrator to resolve problems.
7. Participates in the collection and analysis of tactical and statistical data of opponent teams and
assists in designing game plans and strategies. Attends coaches' preparatory meetings and
implements strategies resulting from these meetings.
8. Advises and counsels student-athletes regarding their obligations to comply with all rules and
regulations related to financial aid and eligibility, as well as personal conduct and appearance.
14
Appendix 2
302P:2
9. Assists in monitoring the academic progress and eligibility status of student-athletes, to include
both class and study hall attendance.
10. Assists, as allowed by NCAA regulations, with the evaluation and recruitment of student-athletes,
to include assisting with on-campus visits of prospective student-athletes.
11. Participates in public relations and marketing activities, as approved, to include granting
interviews with newspaper, radio and television media, attending press conferences and making
public appearances to promote the intercollegiate athletic program.
12. Assists with planning and coordinating approved fund raising activities, as assigned.
13. Coordinates community relations activities involving the team and staff.
14. Assists with the development of schedule for practice and competition, as assigned.
15. Assists in coordinating team travel arrangements, as requested. Travels with the team and
monitors the conduct of student-athletes.
16. Works with the Supervisor of Facilities and Equipment to ensure that necessary athletic
equipment is available for scheduled practices and competitive events.
17. Monitors the condition of equipment. Request repairs or replacement, as necessary.
18. Participants in clinics, exhibitions and camps, as approved.
19. Represents the Department at professional, civic, charitable and alumni events, as requested.
20. Abides by all rules of the National Collegiate Athletics Association (NCAA) and the Southland
Conference (SLC).
21. Compliance matters will also be included in the annual Performance Management Review.
22. Performs other duties and assists with special projects as assigned by the Head Coach.
SFA
7/2005 7/2009
15
Appendix 2
402A:l
RECEIVABLE: RECEIPT, CUSTODY AND DEPOSIT OF
UNIVERSITY FUNDS
A true and full accounting of funds collected is recorded and maintained by the Assistant
Athletic Director for Business Affairs. Accountability for funds received begins from the point of
collection and continues until they are deposited with the SFA Business Office in the
Administration Building. Funds come into the Department of Intercollegiate Athletic from
NCAA/Southland Conference disbursements, game program advertising fees, radio rights fees,
novelty/apparel sales, facilities use fees, licensing royalties, donations/gifts, and game
guarantees. In addition, funds from ticket sales are received and processed by the SFA Baker Pattillo
Student Center Ticket Office.
Definition of Funds
Funds are defined as receipts including currency, coins, personal checks, bank drafts, money order,
cashier's checks, and credit card transactions.
Deposit of Funds
Miscellaneous funds Funds received from game program advertising fees, radio rights fees, facilities use
fees, NCAA/Southland Conference disbursements, and game guarantees by the Department are
receipted by the Assistant Athletic Director for Business Affairs, who is responsible for the
preparation of aH eash receipts for deposit in accordance with University Policy C-5 "Receipts and
Disbursements".
Funds received from donations, gifts, apparel sales, corporate sponsorships and licensing fees are received
and receipted by the Assistant Athletic Director for External Affairs in accordance with University Policy
C-5 "Receipts and Disbursements".
Funds are submitted to the University's Business Office the day they are received, whenever
possible or within 48 hours, as appropriate. A University Receipt or Deposit Transaction
Summary accompanies all cash and checks deposited with the University's Business Office. The
Administrative Assistant to the Director of Athletics or a designated member of the secretarial staff
deposits funds with the University's Business Office. Ticket sales are received, processed and
deposited by the Student Center Ticket Office.
Verification of Deposits
Revenues received by the Department are verified by the Assistant Athletic Director for Business
Affairs who is responsible for reconciling income detail lists by checking the Department's
ledgers against deposit slips.
Proofs of deposit (e.g., copies of deposit forms, cash receipts forms, etc.) are used to verify receipt
of income to the Department.
16
Appendix 2
402A:2
Security
All funds are physically secured while in the Department of Intercollegiate Athletics.
Segregation of Duties
The Department of Intercollegiate Athletics ensures that there is a segregation of duties in the receipt
process by having more than one person involved in the receipt, custody, deposit, recording, reconciliation,
review, and reporting of funds.
SFA
1/1996 7/2009
17
Appendix 2
504B:l
STUDENT-ATHLETES: FOOD SERVICE
The Department of Intercollegiate Athletics adheres to all University, Southland Conference, and
NCAA rules and regulations related to providing food service to student-athletes. Each Head
Coach determines which student-athletes are to receive board as part of their athletic scholarship.
The Assistant Athletic Director for External Affairs serves as the Department's liaison to the
University's Campus Dining Services, which offers a campus-wide food service plan. Students
who reside in University residence halls are required to obtain room and board in a package
plan, for a single unit price, as listed in the schedule of residence halls in the current General
Bulletin. Student-athletes designated to receive board allotments as part of their athletically
related financial aid participate in one of the University's meal programs or receive a cash-in-lieu
monthly meal stipend, depending upon their living arrangements.
REGULAR FOOD SERVICE
The Director of Campus Dining Services administers the food service program utilizing two (2)
cafeterias located on campus and several "pay as you go" locations. One is on East College Drive
across from Steen Hall and the other is located on the first floor of the University Center Baker
Pattillo Student Center. The student athlete's I.D. is encoded with the allotted meal plan and
scanned at the cafeteria check out The magnetic strip on the student i.d. card electronically identifies
the chosen dining plan and debits each meal purchased from the weekly or semester allowance.
On-Campus Procedure
AH Most students living on campus are required to sign a contract for board based on their
residence hall plan. The contract cost includes either a seven (7) day, 20 moal plan (provided for
full scholarship student athletes), or a 13 meal a week plan based on a seven (7) day week or a
15 meal a week based on a five (5) day week semester plan of 20 meals in 7 days with a $50 dollar
declining balance, a 14 meal 7 day plan with a $125 declining balance, or a block plan (210 meals, no
restrictions) with a $75 declining balance. The declining balance fund (Dining Dollars) can be used at any
"pay as you go" location on campus.
Off-Campus Procedures
In compliance with NCAA regulations, student-athletes living off campus who are eligible for
board, receive a stipend equal to the established, average on-campus board award. A listing of
student-athletes approved to receive off-campus room and board stipends is completed in
August by each Head Coach and submitted to the Associate Athletic Director for Internal Affairs
Compliance and Student Services. Additions and/or deletions for the second semester must be
submitted in December. Cash-in-lieu of board payments combined with the off-campus housing
payments are distributed in a lump sum payment at the beginning of each semester from the
University Financial Aid Office. Student-athletes must present their photo I.D., in person, to
receive their stipend.
A Head Coach can choose to award a commuter dining plan to a student-athlete living off campus as part
of the total board award. This commuter dining plan includes either a 5 meals in 5 days with a $50
declining balance, a 50 meal block plan with $50 declining balance, or a 25 meal block plan with $100
declining balance.
18
Appendix 2
504B:2
Married student-athletes receive the same board amount as any other student-athlete living off
campus.
Further information regarding stipend disbursements can be found in Policy 502D, Student-
Athletes: Financial Aid, in this Manual.
Late Meals
Pre-game, post-game and late meals are coordinated with the Director of Campus Dining
Services by the Associate Athletic Director for Internal Affairs or the Head Athletic Trainer,
Head Coach or his/her designee (assistant coach or athletic trainer) so the eligible student-athletes may
eat after the regular dining halls have closed. These meals are generally served in the East
College Cafeteria. Additionally, sack lunches may be provided when necessary and charged to
the meal plan.
Vacation and Break Meal Service
Coaches requiring meal service for their teams during vacation or break periods when the dining
halls are closed are to request per-diem allowances from the Associate Athletic Director for
Internal Affairs Assistant Athletic Director for Business a minimum of two (2) weeks in advance of
the vacation or break period.
Guest Meals
Student-athletes are personally responsible for paying for all meals eaten by guests in the campus
dining facilities.
SFA
1/1996 7/2009
19
Appendix 2
505:1
STUDENT ATHLETES: AWARDS
At Stephen F. Austin State University recognition for outstanding performance in both athletic
and academic endeavors is given to deserving student-athletes each year. These awards may be
presented by the Department, the Southland Conference, the NCAA, individuals or national
groups. They may be in the form of NCAA approved awards for athletic participation,
scholarship awards for academic accomplishments and/or recognition rewards (e.g., Academic
All-American teams).
ATHLETIC AWARDS
Department Awards
As acknowledgment for athletic participation, and in recognition of outstanding performance, the
Department of Intercollegiate Athletics permits deserving student-athletes to receive athletic
awards in compliance with NCAA and Southland Conference rules and regulations. Athletic
awards are presented upon the recommendation of the Head Coach and with the approval of the
Director of Athletics, according to criteria established by Departmental administrators and Head
Coaches. The Director of Athletics, Associate Athletic Director for Internal Affairs, in conjunction
with the Sports Information director, administer the awards program.
In order to receive an athletic award, student-athletes must be of amateur standing, eligible for
athletic participation, as defined by the NCAA, and must have been representing Stephen F.
Austin State University at the time they were competing. In addition to athletic performance,
other factors which are taken into consideration include a student-athlete's academic standing, as
well as his/her attention to college regulations, observance of training rules, sportsmanship and
overall conduct.
Permissible Award Restrictions
A student-athlete may not receive an award of cash or its equivalent (i.e., items that are
negotiable for cash or trade). An award of a country club or sports club membership is not
permitted even if the cost of membership is less than the allowable award value.
Award Value Limitations
The total value of a single participation or letter award received in a year by a non-senior
student-athlete may not exceed $175. Multiple awards may be presented only if the total value of
all participation awards received during a particular academic year by an individual (non-senior)
student-athlete does not exceed $175
Multiple awards may be presented to a senior student-athlete only if the total value of all
participation awards presented during a particular academic year to a senior student-athlete does
not exceed $325 in each sport in which the student-athlete participates.
Student-athletes may receive awards in recognition of Conference or national championships
from the University, the Southland Conference or an approved organization. The total value of
any single award may not exceed $325 for a Conference championship or $325 for a
national championship, except for awards purchased and presented by the NCAA to student-athletes
for participation in NCAA championship events.
20
Appendix 2
505:2
Awards for participation in special events (e.g., bowl games, all-star games, featured individual
competitions, etc.) may be presented by the University (or the management of the event) when
either a team or an individual has represented the Department in such an event. However, the
total value of any single award to a student-athlete may not exceed $350, with most-valuable
player awards limited to a maximum value of $325. When multiple awards are presented for
participation in the particular event or in honor of the student-athletes achievement, the total
value of such awards may not exceed $300, per person, except for bowl-game and all-star game
awards.
For bowl-games or all-star games, student-athletes may receive awards valued at no more then
$500 from the sponsoring agency and additional awards from the institution subject to a separate
$350 limitation.
Furthermore, established national awards received by a student-athlete (e.g., Heisman Trophy)
are not subject to a value limitation.
VARSITY LETTER AWARDS
The following are general guidelines that will be used to determine recipients of Varsity Letter
Awards.
1. The student-athlete must complete the entire academic year as a member of his/her team
in good standing.
2. The student-athlete, to receive his/her letter award must return for the upcoming. Fall
semester meeting all NCAA and SFA satisfactory progress requirements for academic
eligibility.
3. A student-athlete will not receive his/her letter award, if during the academic year they
had a positive drug test or was involved in serious misconduct as determined by the
Director of Athletics.
4. Multiple sport athletes who have lettered in two or more different sports will receive
their letter award from their scholarship sport.
5. In sports where letter criteria is based on percentage of time played, a student-athlete who
is injured, will not have those competitions factored into their percentages.
6. Awards are based on seasons of competition completed at SFA. Transfer students from 2-
year or 4-year institutions are not given letter award credit for competition at these schools.
Basketball Participate in 20% of available minutes during season.
Cross Country Place in the top 15 at the Southland Conference Cross Country Championships,
or
Place in the top 35 in two or more regular season competitions, or
Be one of the top five finishers for SFA at a competition won by SFA.
21
Appendix 2
Football Participate in 20% of "available" plays for the season. Plays will be based on
offensive plays and defensive plays separately.
First-year freshman will letter if they compete and make the travel squad for at
least 50% of the away from home contests.
505:3
Golf Must participate in four tournaments during academic year, or
Play as a member of an SF A team that wins a tournament, or
Win an individual scoring title at a tournament.
Managers Complete entire season in good standing with team, and
Travel with team to minimum of 50% of away contests, and
Meet all academic standards required for student-athletes of same academic
class.
Softball Participate in 20% of available innings for regular season (pitchers).
Start 35% of regular season games played
Obtain 35% of Team At-Bat appearances based on average of 3 per game. Player
will be credited with At-Bat for base-on-ball and sacrifice.
Appear in 75% of all games played.
Soccer
Tennis
Track & Field
Participate in 50% of all halves available during the regular season.
Goalkeepers will letter if they compete and make the travel squad for at least
75% of the away from home contests.
Participate in 5 matches during the Spring season against other Division I
opponents.
Score a point in either the Southland Conference Indoor Track Championship or
Outdoor Track Championship, or
Qualify for the NCAA Indoor or Outdoor Track Championships, or
Break or tie an existing SFA track record, or
Earn of minimum of eight points during the Indoor Track Regular Season
(excluding the SLC Indoor Championship) or fifteen points during the Outdoor
Track Regular Season (excluding the SLC Outdoor Championship). These
scoring opportunities must be at meets with five or more teams.
Trainers Complete second full year in the Athletic Training Program in good standing,
and
22
Appendix 2
Volleyball
Meet all academic standards required for student-athletes of same academic
class.
To qualify for a 4-year letterman's ring:
Complete 600 hours of athletic training work during the Fall and Spring
semesters.
Pass the Texas Athletic Trainers Licensing Exam within 12 months of graduation.
Participate in 20% of regular season games played, or
Be selected as a member of any All-Conference Southland Conference team
(except All-Academic).
505:4
Baseball Position Players: 50 total at bats or appear in 28 games.
Pitchers: Appear in 30 innings or appear in 10 regular season games, or
A member of a team that wins the SLC baseball tournament, a team that appears
in an NCAA regional or a College World Series game.
Letter Awards
First Year
Second Year
Third Year
Four-Year Letter Winner at SFA
All Seniors
Backpack (1)
Jacket (2)
Blanket (3)
Ring
Senior Plaque
The Senior Woman Administrator is responsible for collecting lettering information from each Head Coach
and the Head Athletic Trainer to determine those student-athletes who have lettered during the academic
year. The SWA then compiles a list of those student-athletes and the year(s) they have lettered. This list is
submitted no later than June 15th to the Assistant Athletic Director for Business who places orders for the
letter awards. The awards when received, with the exception of rings which are awarded during the
Champions Dinner, are then given to the respective Head Coach who distributes them at the beginning of the
Fall Semester.
Sports Banquets Champions Dinner
Each spring an end of the year sports banquet Champions Dinner will be held for the men's and
women's sports programs. During this event the Department recognizes the outstanding
contributions of its student-athletes. At this time, letter senior awards, four-year letter awards, and
appropriate special awards are provided.
All sports banquet Champion Dinner events are coordinated by the Associate Athletic Director for
Internal Affairs Assistant Athletic Director for External Affairs working with the Media Relations
Director, in order to coordinate the ordering of award plaques.
23
Appendix 2
Special Departmental Recognition Awards
In addition to letter senior awards, the Department also recognizes outstanding team and
individual performances by presenting the following awards at the All Sports Banquets Champions
Dinner:
Men's Sports
• Ralph Todd Outstanding Male Athlete Award;
• Bob Shelton Athletic Award;
• Dick Wright Memorial Sportsmanship Award;
• George Reese Sr. Memorial Golf Award;
• Mart Crawford Football Award;
• Cally Belcher Football Award;
• Outstanding Track & Field Award;
• Molaski Cross Country Award;
• George Johnson Basketball Award;
• Elvin Buddy Lowery Basketball Award;
• Murray Shaw Top Academic Award for each sport; and the
• Jene' Carter SAAC Award.
Women's Sports
• June Irwin Outstanding Female Athlete of the Year Award;
• Sadie Allison Softball Award
• Lucille Norton Basketball Award;
• Carolyn Barnett Track and Field Award;
• Ed and Gwen Cole Cross Country Award;
• Scottie Bailess Volleyball Award;
• Diane Baker Tennis Award;
• Jene1 Carter SAAC Award
• Pam Thorstenson Soccer Award;
• Kathy McGough Top Female Academic Award; and the
• Murray Shaw Top Academic Award for each sport.
Men or Women's Sports
• Steve McCarty Award
SOUTHLAND CONFERENCE AND NCAA CHAMPIONSHIP AWARDS
Team Awards
Letter award recipients who are members of a Southland Conference or NCAA championship
team may be given a special award in addition to their letter award. National and Southland
Conference championship awards are within NCAA guidelines. An award may also be
recommended, at the discretion of the sport's Head Coach with the approval of the Director of
Athletics, to a deserving student-athlete who has not fulfilled the award requirements but has
made an outstanding contribution to the team.
24
Appendix 2
Additionally, an appropriate award may be given to any member of a varsity team who wins an
individual Southland Conference or NCAA championship, even though the team did not win the
championship.
Winners of Conference championships (and in some instances other team rankings, high overall
to competitive ratings) participate in NCAA championship events in all SFA sponsored sports
except football. The NCAA provides individual certificates to championship participants and
team trophies to the school.
Individual Awards
The Southland Conference holds a Conference championship annually in each individual sport.
Further, during the regular season, a Player of the Week is recognized in the sports of football,
men's and women's basketball, volleyball, Softball, men's spring sports and women's spring
sports. A Southland Conference Athlete-of-the-Year is also named in all sports, based on the
student-athlete's athletic accomplishments and a Newcomer of the Year/Freshman of the Year is
selected in all sports in which an all-conference team is selected by a vote of media
representatives and/or Head Coaches.
SCHOLAR-ATHLETE AWARDS
The University, Department, Conference and NCAA annually recognize student-athletes who
have excelled both academically and athletically. These awards are presented at the SFA
Student-Athlete Sports Banquets held annually each spring.
• Outstanding Student-Athlete Male and Female
Each academic year SFA designates one male and one female student-athlete as the outstanding
Student-Athlete. The recipients must have earned letters in their sports and have an outstanding
academic record for all courses taken at SFA.
POSTGRADUATE SCHOLARSHIP AWARDS
SFA student-athletes are eligible for postgraduate scholarships on the University, State, Conference
and national level. The Assistant Athletic Director for Student Services assists student-athletes in
applying for these awards.
• Conference Award
F.L. McDonald Scholarship - The Southland Conference annually presents $1,000 each to senior
male and female letter winners in a Conference sponsored sport. The recipients must have
compiled the highest grade point averages in the Conference. The award is to be used for
graduate school. Should the recipients not choose to attend graduate school the second highest
nominee(s) receive the scholarship.
Steve McCarty Citizenship Award - The Southland Conference annually presents this award to
a male and female athlete to honor former SFA Athletic Director Steve McCarty. The award is
presented for athletic achievement and citizenship as displayed by those student-athletes who are
25
Appendix 2
nominated by each member school. The nominees are then screened by the SLC Awards
Committee and voted on by the members of the committee.
• National Awards
NCAA Post-Graduate Scholarship Award - The NCAA currently offers approximately 100 post
graduate scholarship awards. These are one-time awards worth $4,000 per scholarship.
To be eligible to receive an NCAA Post-Graduate Scholarship, the student-athlete must be
nominated by the Director of Athletics, have a minimum GPA of 3.0 on a 4.0 scale and have
achieved significant athletic achievement. Demonstrated campus and community leadership
ability is also taken into consideration.
Presently, each NCAA member institution may nominate one (1) student-athlete each, from
men's and women's basketball. Two (2) nominations may be made in football and two (2)
additional scholarship nominations may also be made in the other sports category.
NCAA Women's Enhancement and Ethnic Minority Scholarships - This program was designed
by the NCAA to help women and ethnic minorities pursue careers in sports administration or
related
programs. Those honored are awarded $6,000 postgraduate grants designed to assist them in
their pursuit of a career in intercollegiate athletics.
National Football Foundation and Hall of Fame Postgraduate Scholarship - This graduate
fellowship, worth approximately $18,000, is awarded annually to a select group of college seniors
who have demonstrated outstanding academic applications and performance, exemplary school
leadership and citizenship, and superior football performance.
NACDA/Disney Scholar Athlete Award - Each year ten (10) scholar athletes from around the
country receive a $5,000 grant for postgraduate studies awarded by the National Association of
Collegiate Directors of Athletics (NACDA) and the Walt Disney Company.
The Walter Byers Postgraduate Scholarship Program - An annual academic award valued at
$10,000 is given to deserving scholar athletes.
The Delta Scholar-Athlete Award - This award consists of $5,000 per scholarship.
SFA
7/2008 7/2009
26
Appendix 2
506A:l
STUDENT-ATHLETES: MEDICAL POLICY
The Department of Intercollegiate Athletics maintains a comprehensive sports medicine and
athletic training program to ensure quality health care for its student-athletes. More specifically,
the medical and training staff is responsible for the prevention, evaluation, treatment and
rehabilitation of injuries or illnesses sustained as a result of participation in scheduled practices,
competitions or during travel to and from these events.
Maintaining adequate health care is shared responsibility between the Athletic Training staff, the
Head Coaches and student-athletes. The Team Physician has absolute authority in determining
the physical fitness of each student-athlete, to include deciding whether an ill or injured student-athlete
may participate in practice or competition. Coaches must be willing to abide by and/or
implement the instructions given by the Athletic Training staff and abide by medical
disqualifications and restrictions. Student-athletes must immediately report any injury incurred
during a scheduled practice or athletic event to a member of the Athletic Training staff.
Athletic Training Staff
The SFA Athletic Training staff consists of the Team Physician, the Head Athletic Trainer,
Assistant Athletic Trainer, Graduate Assistants and student athletic trainers Athletic Training
Students in consultation with orthopedic consultants and other medical specialists, as required.
The Head Athletic Trainer, in consultation with the Team Physician, is responsible for ensuring
that student-athletes receive proper treatment for athletically-related illnesses or injuries. All
members of the Department involved in training, conditioning, coaching or supervision of
students participating in University-sponsored athletic events are fully responsible to the Head
Athletic Trainer with respect to matters pertaining to health and/or injuries.
Operation and Use of Athletic Training Room Facilities
Athletic Training Room hours of operations are ^00 6:30 a.m. - &30 6:00 p.m., Monday through
Friday, during the academic year. Hours of operation are extended when additional coverage is
necessary for scheduled events or practices. Coverage for usual practice sessions or events must
be scheduled by the Head Coach at least one week prior to the event. The Head Athletic Trainer
coordinates this coverage.
The Head Athletic Trainer is responsible for the operation and supervision of the Athletic
Training Room. Student-athletes are not allowed in the Athletic Training Room without
supervision. All therapeutic modalities are administered by a member of the Athletic Training
staff because of the potential danger involved. When the Training Room is not in use, it is to be
locked at all times. Student-athletes receiving therapy are supervised at al times; under no
circumstances is a patient receiving treatment left unattended.
The Athletic Training Room is strictly for the use of those individuals involved in the
intercollegiate athletics program; however, the facility is available to visiting teams on a as-needed
courtesy basis.
27
Appendix 2
506 A:2
Care Providers and Referrals
Only medical expenses related to athletic injuries that occur as a direct result of participation in
the student-athlete's designated intercollegiate sport are covered. Participation includes
voluntary physical activities that prepare the student-athlete for participation, as well as
supervised pre-season conditioning, organized practice attended by a member of the coaching
staff, or a Department sponsored game, meet or match. (The Department is not responsible for
medical expenses incurred when a student-athlete is injured in a non-athletic event, such as while
playing a recreational sport with friends.)
The Head Athletic Trainer, or designate, evaluates all athletic injuries and refers student-athletes
to specialists, when appropriate. All referrals for off-campus medical care must be authorized in
advance by the Head Athletic Trainer. A Department of Athletics Injury Referral Form (see
Appendix 506A-1) must be completed by the Head Athletic Trainer, or the Assistant Athletic
Trainer, or the Graduate Assistant Athletic Trainer prior to consultation and accompany the athlete
receiving treatment from an outside physician or specialist.
For all illness (night or day), the student-athlete should immediately report to the Head Athletic
Trainer, Assistant Athletic Trainer, or Graduate Assistant Athletic Trainer, or Team Student Trainer.
Once seen, the Athletic Trainer decides if further medical attention is appropriate and arranges for
an appointment with an appropriate physician as soon as possible. The student-athlete is
responsible for reporting to the Head Athletic Trainer the physician's diagnosis, all drugs or
special instructions required, and the advisability of returning to practice or competition.
Psychological/Psychiatric Expenses
Other than athletically-related injuries, the NCAA only allows payment of expenses incurred for
eating disorders, drug-rehabilitation or by waiver policy. Only the Head Athletic Trainer may
refer a student-athlete with these problems for psychological or psychiatric counseling to the
University Counseling Center for initial evaluation in order for such treatment to be covered at
the Department's expense. If the student-athlete is treated by the University or a private provider
for psychological problems other than eating disorders or drug rehabilitation, expenses incurred
are the financial responsibility of the student-athlete. If the Medical staff refers a student-athlete
to University or private care for non-allowable medical treatment, the student-athlete is notified
that such treatment is at his/her own expense.
Medical Forms
The Head Athletic Trainer mails a letter to all applicable students associated with the Department
and their parents (i.e., prospects for tryouts, recruited students and returning student athletes)
prior to the beginning of the academic year or pro season practice sessions. Various forms and
information arc included with the letter as applicable for the individual student. Forms sent may
include the following:
•—Physical exam form, to bo completed by physician (Appendix 506A 2)
•—Medical Consent and Release form (four parts) (Appendix 506A 3)
♦—Health History Questionnaire (for now student athletes) (Appendix 5Q6A 4);
«—Medical Insurance Information form (Appendix 506A 5);
♦—Equipment Information and release form (Helmet Warning) (football only) (Appendix 506A
28
Appendix 2
NCAA Drug Testing consent form (Appendix 5Q2C 3);
•—Consent Form (for testing of urine and authorization for confidential release of information)
(appendix 506A 7).
Students are requested to read and complete the applicable forms, with their parents and/or
legal guardians, and return them to the Athletic Training Room prior to any practice session or
tryout, as applicable.
Medical Examinations
All student-athletes participating in an intercollegiate sports program are required to undergo a
comprehensive physical examination prior to any participation in practice or competition. All
new student-athletes are required to complete the Medical History form and are given a complete
physical examination under the supervision of the Head Athletic Trainer to include an EKG,
urinalysis and urine drug testing. Thereafter, student-athletes are required to complete an
annual health history update, with physical examination or specialty consultation performed
only on those areas of the body where a change has occurred from the time of the initial
examination. (See Appendix 506A-8 for Annual Health Information and Re-Examination forms.)
Head Coaches are responsible for submitting completed team rosters to the Head Athletic Trainer
each spring with updates and additions provided a minimum of two (2) weeks prior to the first
day of the fall semester. The Assistant Athletic Trainer or the Graduate Assistant Athletic Trainer
Team's Student Trainer is responsible for setting up physical exam appointments and returning
the team roster with appointment times and place indicated. Physical exam priorities are
established according to official practice starting dates, and are set by the Team Physician and
Head Athletic Trainer (e.g., Football on or before August 18 to 21; Cross Country on or before
August 27 to 31). Physicals are completed at the University Health Center.
A member of the Athletic Training staff is on hand during the course of all physical examinations
to observe the procedures and policies of the attending physician and to assist the physician at
his/her discretion. It is the responsibility of the Athletic Training staff to ensure that each
student-athlete has completed his/her physical examination before providing written notification
for the issuance of athletic equipment.
Each physical examination focuses on the following areas of concern:
1. Evaluation of Sports Health History Evaluation Form (first year student-athletes);
2. Evaluation of existing medical records;
3. Orthopedic Checks;
4. Sight and Hearing Acuity Screening;
§r TB Skin Test;
6r5. Urinalysis;
7.6. Blood analysis (no drug screening); and
8.7. Personal and mental evaluation (at physician's discretion).
• Walk-on Student-Athletes Physical Examinations
Walk-on athletes trying-out for a team are required to show proof of medical insurance
and to sign a waiver of responsibility as part of Appendix 506A-8. If selected for
29
Appendix 2
participation in a sport, the student-athlete must complete the required Medical History
form, and participate in a complete physical examination with EKG, urinalysis—and
urine drug—testing. It is the responsibility of the Head Coach, or designate, of
each sport to ensure that the physical exam has been completed prior to tryouts, practice
or participation.
All first-time, walk-on student-athletes are responsible for securing their own athletic
physicals and are responsible for any costs incurred. Appropriate forms for the
examination are to be obtained from the Head Athletic Trainer.
Walk-on student-athletes who have appeared on a team roster for one complete season,
are considered as team members for the purpose of physical exams only and may receive
subsequent physical exams and post-eligibility exams at no cost.
Post Eligibility Examinations
All student-athletes are given an exit complete physical examination upon the completion of their
eligibility. The examination is designed to ascertain the physical health and well-being of each
student-athlete and to release the Department of Intercollegiate Athletics from any responsibility
for injuries sustained by the athlete in competitions other than intercollegiate sports sanctioned
by the Department.
Medical Records
A medical record file is created at the time a student-athlete joins the intercollegiate athletics
program and completes the initial physical examination. Complete medical records for all
student-athletes participating in the intercollegiate athletics program are accurately maintained
and up-dated during the time a student-athlete is competing for SFA. All records are kept on-file
for a period of ten-seven (710) years following competition.
The medical file contains the appropriate insurance information, medical histories,
authorizations, understandings and agreements between the University and the student-athlete
and his/her parents or legal guardians, as well as history of athletically related injuries and
illnesses, and any treatments rendered. Additionally, the Athletic Training staff maintains
complete records of all encounters, medical referrals, medication records, exams, injuries, and
other information pertinent to the student-athlete's medical history.
A Daily Treatment Report is maintained in the Training Room by the Athletic Training staff
which reflects all treatments provided on a given day, treatment appointments and medication.
The reports are furnished on a daily basis to the appropriate Head Coach.
Coverage for Scheduled Practices and Events
The Athletic Training staff is initially responsible for treating any injury or illness sustained as a
result of athletic participation in scheduled practices and games, or during travel to and from
those events. For low risk sorts, such coverage may be provided by the Athletic Training staff
member who is on call or on duty in the Training Room. For high-risk sports, coverage is
provided at the site of the practice or competition. Physician coverage is provided as needed.
All Head Coaches and their assistants are responsible for familiarizing themselves with the
Department's medical policies. Coaches should be equipped to handle emergency situations in
the absence of a member of the Athletic Training staff. Such knowledge is not only vital to the
30
Appendix 2
welfare of the student-athlete, but is important in preventing charges of neglect or misconduct
from being filed against the coach in charge.
506 A:5
Preventative Care
The Athletic Training staff is responsible for not only providing medical care to injured student-athletes,
but also preventing injury by identifying risk factors associated with athletic
participation, and educating coaches and student-athletes on preventive safety techniques.
Additionally, all coaches should be able to recognize the onset of fatigue, dehydration and heat
exhaustion and notify a member of the Athletic Training staff when such an event occurs.
It is the responsibility of the coaches, as well as the Head Athletic Trainer and Equipment
Manager to make sure that all athletic equipment is in good working order and inspected on a
regular basis. Coaches must ensure that each student-athlete is wearing appropriate, properly
fitted athletic equipment. When there are adverse climate conditions, extreme care is used to
maintain the proper balance of electrolytes.
The Athletic Training staff works with the Director of Wellness Center to provide dietary
counseling to student-athletes. More specifically, every effort is made to provide and adequate
number of calories and proper nutrition to student-athletes who are actively participating.
Student-athletes needing help with weight control may be referred by the Athletic staff to a
physician for evaluation and nutritional consulting.
Treatment of Illness or Injury
All injuries, including dental injuries, and illnesses are to be reported immediately to a member
of the Athletic Training staff for emergency first aid and evaluation. If necessary, the student-athlete
is referred to the Team Physician for medical diagnosis and prescribed treatment. The
Head Athletic Trainer may refer the athlete to orthopedic consultants or other specialists.
The Athletic Training staff provides prophylactic taping, bracing and padding for injured parts,
as well as stretching and strengthening exercises for specific injuries. In addition, rehabilitative
therapy (strengthening and range of motion exercises and/or treatment with appropriate
modalities) is provided by the Athletic Training staff under the Head Athletic Trainer's or Team
Physician's supervision.
It is the student-athlete's responsibility to follow recommended Training Room procedures
related to the care of any athletic injury. Failure to do so may result in an unnecessary, lengthy
rehabilitation and a prolonged absence from participation in the sport.
The Athletic Training staff monitors the progress of all student-athletes during treatment in the
Training Room and keeps complete and accurate records on the progress of student-athletes
during the treatment period. Required diagnostic tests for injured student-athletes and
transportation to medical testing facilities is also coordinated by the Head Athletic Trainer when
required.
When surgery or hospitalization of a student-athlete who is a minor is recommended, the Head
Athletic Trainer contacts the student-athlete's parents or guardians to inform them of their
son's/daughter's diagnosis, prognosis and current health status. Contact must be made with
31
Appendix 2
parents or guardians prior to the scheduling of surgery. The student-athletes and his/her
parents should be informed of the right to a second opinion when surgery is recommended.
Athletes injured on an away trip should be returned to SFA, if possible. If a member of the
Athletic Training staff is not traveling with the team, the coach is responsible for obtaining the
assistance of the host school's team physician or certified trainer. Every effort should be
506 A:6
made to contact the parents or guardian of a dependent student-athlete prior to hospitalization or
surgery, to inform them of the injury. In emergency situations, immediate medical care should
be obtained. If a member of the Athletic Training staff is not present on the trip, the Athletic
Training staff must be notified concerning the injury.
• Dental Care
Dental screening assessments are included in the pre-participation physical examinations
given to all student-athletes. Mouthpieces are fitted for those student-athletes
participating in contact sports. If the mouthpiece is not worn or has been lost, the
Department is not responsible for dental charges.
The Department assumes financial responsibility for dental care which is a direct result
of an athletic injury sustained in formal practice or competition in the student-athlete's
designated sport. Student-athletes are to immediately (i.e., within 24 hours) report all
dental injuries to a member of the Athletic Training staff. The Department will not pay
for general dental treatment (e.g., cleaning of teeth or treatment of cavities).
• Eye Care
Eye exams are performed as part of the annual physical exam. If eye problems are
discovered, the student-athlete is referred by the Head Athletic Trainer to an optometrist
or ophthalmologist. As mandated by the NCAA, the Department may only pay for
glasses and/or contact lenses that are required for practice and/or competition.
The Department assumes financial responsibility only for eye injuries sustained in
training, scheduled practices and competitions in the student-athlete's designated sport.
The Department replaces and assumes responsibility for the payment of glasses or
contacts which are lost or broken, provided:
1. There is a record in the student-athlete's personal file of his/her need for
corrective lenses to participate in said sport;
2. There is an injury report filed the day of breakage or loss of glasses or contacts
detailing the situation;
3. There is proof that breakage or loss occurred during practice for a participation
in an authorized intercollegiate athletic event; and
4. The Head Athletic Trainer has issued an authorization referral and acquired an
appointment for the student-athlete.
Fifth Year of Eligibility for Medical Hardship
A Head Coach may initiate the request for a fifth year of eligibility for a player who is ill or was
injured during the first half of the sport's traditional playing season and can no longer participate
32
Appendix 2
in his/her sport's program. The Head Athletic Trainer and/or Team Physician, under the
direction of the Director of Athletics, reviews the student-athlete's medical records to determine if
the fifth year option applies.
If the Head Athletic Trainer or appropriate consultant agrees that the student-athlete should be
granted a fifth year of eligibility, a Southland Conference Hardship Waiver Petition (see
Appendix 506A-9) must be completed. This petition must also include the following:
506A:7
• The date of the injury or illness;
• An anatomical diagnosis of the injury or illness;
• The treatment prescribed; and
• The medical reasons for disqualifying the student-athlete from competition; and
• The extent of authorized participation subsequent to onset of injury or illness.
Additionally, a published schedule of events, and a copy of the student-athlete's transcript must
accompany the petition. The petition must be signed by the student-athlete, the Head Coach and
the Director of Athletics before being forwarded to the Southland Conference Office for the
approval of the Commissioner.
Medical Expense and Insurance Coverage
Medical expenses incurred as a direct result of participation in organized practice or competition
at SFA are considered the responsibility of the Department. All student-athletes are required to
complete and return the Medical Coverage for Athletes Policy (see Appendix 506A-10) to the
Athletic Training Room prior to the issuance of equipment for practice. Student-athletes not
covered by family or individual policies are encouraged to purchase student insurance for
coverage of non-athletically related illnesses or injury.
The student-athlete's own insurance policy is used in all instances to cover expenses related to
any athletically related injury. If the insurance does not cover an athletically related injury or
does not fully cover the charges, the Department, as secondary insurer, is responsible for the
balance. Parents are notified by the Head Athletic Trainer or designate. Unauthorized, outside
medical expenses are considered to be the responsibility of the student-athlete.
Post-Eligibility Insurance Coverage
The University realizes that certain injuries which are the direct result of intercollegiate athletics
participation may require additional medical attention after a student-athlete has exhausted his
or her eligibility. Therefore, secondary insurance coverage is provided for up to one (1) year after
the date of a student-athlete's last competition This coverage is dependent upon documentation
of injury, reasonable adherence to medical advice during rehabilitation and no further evidence
of post-competition re-injury. Each case is individually reviewed for strict adherence to these
guidelines.
Arrangements for the continuing care of a student-athlete with an athletically related injury are to
be made before he/she leaves the University, either as a result of withdrawal or graduation. If
prior arrangements for short or long-term care are not made, the University is released from all
responsibility.
33
Appendix 2
Catastrophic Injury Policy
The Department provides coverage for all student-athletes and athletic personnel against
catastrophic injury while representing Stephen F. Austin State University in travel to or from or
while participating in an athletic contest. Special catastrophic injury medical insurance provides
payment for serious injuries up to the limit of the policy.
The Department assumes no legal liability or moral responsibility for injury to a student-athlete
that was not caused by the negligent acts or omissions of an officer, employee, or agent of the
Department. Claims by third parties for damages as a result of injury to astudent-
506A:8
athlete are investigated in the same manner as any other liability claim against the University.
Distribution of Drugs and Medication
The Department recognizes its responsibility related to controlling the purchase, storage and
dispensing of prescription drugs, both narcotic and non-narcotic, as well as the keeping of
records related to these activities. All of these activities must be in keeping with state and federal
laws, as well as Athletic Training Room procedures, and they must be carried out in such a
manner as to provide proper security.
All prescription medications stocked in the Athletic Training Room are labeled and pre-dispensed.
The medications are distributed by written prescription from the Team Physician or
referral physicians or dentists. Medications unavailable in the Athletic Training Room are
referred by written prescription to the University Health Center Pharmacy or to a designated
pharmacy in the community. Non-prescription medications are distributed by the Athletic
Training staff following established Athletic Training Room protocol. No other Department
personnel are allowed to distribute medications to student-athletes. The Department pays only
for medications prescribed by the Team Physician and referral physicians and dentists.
SFA
1/1996 7/2009
34
Appendix 2
507B:l
STUDENT-ATHLETES: PROMOTIONAL ACTIVITIES
The Department of Intercollegiate Athletics adheres to all University, Southland Conference, SFL
and NCAA rules and regulations related to student-athletes' participation in promotional
activities. NCAA rules specifically state when and under what conditions such activities are
permissible, and they must be strictly followed when evaluating potential promotional activities
for Stephen F. Austin State University student-athletes. The Assistant Associate Athletic Director
for Compliance is responsible for evaluating and approving all requests for promotional activities
before submitting them to the Director of Athletics for final approval.
Adherence to Related NCAA Regulations
Specifically, NCAA Bylaw 12.5 states that a member institution or recognized entity thereof (i.e.,
fraternity, student government organization, etc.), a member conference, and noninstitutional
charitable, educational or nonprofit agencies may use the student-athlete's name, picture or
appearance to support its charitable or educational activities, or to support activities considered
incidental to the student-athlete's participation in intercollegiate athletics, provided the Director
of Athletics gives his/her written approval to the activity. As a prerequisite to the approval, the
student athlete and an authorized representative of the entity must sign a release statement (see
Appendix 507B 1 for a sample release statement) ensuring that the student athlete's name, imago
or appearance is used in a manner consistent with the following requirements:
• The specific activity or project in which the student-athlete participates does not involve
co-sponsorship, advertisement or promotion by a commercial agency other than through
the reproduction of the sponsoring company's regular trademark or logo printed on
materials such as pictures, posters or calendars. The company's emblem, name, address,
telephone number and Web site address may be included with the trademark or logo. Personal
names, message and slogans (other than an officially registered trademark) are prohibited.
(Specifically, student-athletes may not appear as commercial spokesmen or
representatives for companies. Furthermore, no monetary compensation other than for
allowable expenses may be made to the student-athlete.);
• The name or picture of a student-athlete with remaining eligibility may not appear on an
institutions printed promotional item (e.g., poster, calendar) that includes a reproduction of a
product with which a commercial entity is associated if the commercial entity's officially registered
trademark or logo also appears on the item.
• The student-athlete does not miss a class to participate in the activity;
• The student-athlete's name, picture or appearance is not utilized to promote the
commercial ventures of any nonprofit agency;
• Any commercial items with the names or pictures of student-athletes may be sold only at
outlets controlled by the charitable or educational organization or the University; and,
• All monies derived from the activity or project go directly to the member institution,
charitable organization, or educational/nonprofit agency. However,
35
Appendix 2
The student-athlete is permitted to receive legitimate and normal expenses from the
University, charitable organization or educational agency related to the activity,
provided participation takes place within the state or, if outside the state, within a 100-
mile radius of the campus.
Any commercial items with names, likenesses or pictures of multiple student-athletes (other than
highlight films or media guides) may be sold only at the member instutition at which the student-athletes
are enrolled, institutionally controlled (owned and operated) outlets or outlets controlled
by the charitable or educational organization (e.g., location of the charitable or educational
organization, site of charitable event during the event). Items that include an individual student-athlete's
name, picture or likeness (e.g., name on jersey, name or likeness on a bobble-head doll),
other than informational items (e.g., media guide, schedule cards, institutional publications), may
not be sold.
The Associate Athletic Director for Compliance is responsible for evaluating requests by
University, charitable or educational entities desiring to use SFA student-athletes to promote
their causes or requesting a student-athlete as a speaker. Each organization requesting
participation of student-athletes in promotional activities must submit a request, in writing, to
the Assistant Athletic Director for Compliance. If the request meets NCAA requirements, it is
forwarded to the Director of Athletics for approval.
Summer Sports Camps Promotions
A student-athlete's name, picture and institutional affiliation may be used by a privately owned
summer sports camp in its brochure only to identify the student-athlete as a staff member. The
student-athlete's name or picture may not be used in any other way to directly advertise or
promote the camp.
SFA
1/1996 7/2009
36
Appendix 2
604O1
FACILITIES: STRENGTH AND CONDITIONING
The Department of Intercollegiate Athletics1 strength and conditioning program is designed to
enhance the physical well-being of its student-athletes through strength training, flexibility,
anaerobic conditioning, nutritional consultation, sports-specific physiological analysis and
rehabilitation. The Director of Wellness Center manages the operation of the strength and
conditioning programs and reports to the Director of Athletics. Facilitators are delegated
responsibility for specific sports' training programs under the direct supervision of the Director
of Wellness Center.
All intercollegiate sports teams are allowed access to a strength and conditioning training facility.
Based on physiological evaluations, the Director of Wellness Center works closely with each
sport's Head Coach to design individual programs for every student-athlete. In general, each
student-athlete is encouraged to complete a prescribed number of training programs during each
12-month cycle.
NCAA regulations and University liability insurance requirements restrict the use of
Departmental strength and conditioning room facilities to enrolled student-athletes and
approved staff, however, during off peak periods enrolled SFA students, faculty and staff may
also have access to the facilities. Specifically, the strength and conditioning rooms may not be
used by high school students or unapproved guests. The Director of Wellness Center retains the
right to refuse access to any individual wishing to use the facilities.
Strength and conditioning facility use is restricted to posted operating hours. The Director of
Wellness Center retains authority to change hours of operation as necessary. Head Coaches are
responsible for scheduling their team's work-outs with the Director of Wellness Center and for
reporting team schedule changes as they occur. Scheduled team workouts take priority over
individual training, with revenue sports granted preferential scheduling rights.
The strength and conditioning facility is generally available from 6:00 a.m. to 6:00 p.m., Monday
through Friday.
Strength and Conditioning Rooms
The Jimmy Murphy Wellness Center facility is located outside the southwest corner of Homer
Bryce Stadium. It houses a variety of strength training equipment and free weights.
Use of Weight Training Facilities
At the beginning of the academic year, each Head Coach is responsible for scheduling an
orientation meeting for his/her team with the Director of Wellness Center. The orientation is
designed to familiarize the coaching staff and the student-athletes with Strength and
Conditioning policies and procedures. All rules and guidelines governing the facilities and
work-outs are disseminated during the orientation. Student-athlete attendance is mandatory
prior to being granted work-out privileges.
Release Form
37
Appendix 2
The Department of Intercollegiate Athletics strength and condition facilities are provided for the
exclusive use of currently enrolled, eligible SFA student-athletes and Departmental staff.
604G2
With the approval of the Director of Wellness Center and the Director of Athletics, other
individuals may be granted access to the facilities on a limited basis, provided their training does
not interfere with athletic program requirements. Individuals who may be provided privileges
include:
1. Former SFA athletes and professional athletes who train in the area in their off-season;
2. Currently enrolled SFA student-athletes who have completed their eligibility but are
continuing their education;
& Currently enrolled SFA students
4. SFA faculty and staff members; and
5. Individuals approved by the Director of Athletics for facility use.
All individuals approved to use either facility are required to sign a Weight Room Release Form
(see Appendix 604C-1), releasing the Department of Intercollegiate Athletics and its staff from
liability in the event of injury or accident.
Rules of Conduct and Operation
All student-athletes, students and staff members who use the facility are required to comply with
the rules of operation regarding conduct and equipment use. Violators of established rules are
subject to discipline and possible suspension of training privileges. Respective Head Coaches are
notified of all disciplinary actions. Although each facility may establish specific operational
procedures, the following rules have been established to ensure a safe environment for both
areas.
1. Only authorized personnel and currently enrolled student-athletes are allowed to use the
strength and conditioning facility.
2. The strength and conditioning facility is locked at all times unless a trained and
authorized supervisor is present. Student-athletes are to lift only when their sport is
schedule or during open-lifting periods.
3. Student-athletes are to be mindful of the purpose of Strength and Conditioning Program
and give maximum effort during workouts.
4. Present and former athletes using the facilities must have their program approved by the
Director of Wellness Center. Any program revision must also be approved.
5. Student-athletes are to consult with the Director of Wellness Center, or designate,
whenever they have a training question.
6. A coach must be on the floor of the strength and conditioning rooms when the training of
individuals or teams is in progress.
38
Appendix 2
604G3
7. Every athlete must wear a shirt, shorts or sweats and closed-toed shoes (i.e., no sandals
or thongs) at all times. No one will be allowed to lift in street clothes.
8. Soft drinks, food and tobacco products are not allowed in the facilities.
9. Each weight is to be returned to the specifically marked place on the rack after use.
10. All dumbbells must be replaced in sequence on the rack after each use.
11. All lifters must use collars on all sets. Including warm-ups.
12. All lifters must use spotters.
13. All blocks, mats, straps, etc., used during workouts are to be replaced.
14. No rough-housing or improper conduct will be tolerated. Individuals are expected to be
courteous to others and respectful of the facility.
15. No equipment is to leave the facilities for any reason.
16. Injuries of any type are to be reported immediately.
Disciplinary Action
Disciplinary actions are based on the severity of the rules of conduct or operation violation. As
appropriate, the discipline may include physical workouts, required community service or
suspension from the facility. The Director of Wellness Center consults with the sport's Head
Coach when disciplining student-athletes.
SFA
7/1999 7/2009
39
Appendix 2
802:1
NCAA GUIDELINES FOR REPRESENTATIVES OF ATHLETICS INTERESTS
The Department of Intercollegiate Athletics recognizes the value of the support received from its
alumni and friends. Booster organizations who seek to represent the University's athletics
interests are expected to adhere to the policies and procedures established by the University for
the governance of its intercollegiate athletics program. Furthermore, the Department ensures
that all groups subscribe to the fiscal policies and procedures of the University and the
Department of Intercollegiate Athletics.
Each individual associated with a booster organization is responsible for upholding all Southland
Conference and NCAA rules and regulations concerning outside support of the intercollegiate
athletics program. Departmental administrators and coaches must ensure that information
concerning such rules and regulations is made available to alumni, friends of Lumberjack and
Ladyjack athletics and members of booster organizations.
The Department publishes and distributes A Rules and Regulations Guide for Alumni and
Friends of SFA Athletics. This pamphlet publication outlines pertinent definitions used within
athletics and important NCAA rules and can be found on the Athletic Department Webpage. The
Associate Athletic Director for Compliance and Student Services, working with the Director of
Athletics, distributes those pamphlets within the community and to interested parties.
Additionally, The Associate Athletic Director for Compliance arid Student Services is available
for individual inquiries related to the area of representatives of athletics interests, referred to as
boosters in the following policy.
NCAA Regulations
As friends of the University and supporters of its athletics program, the NCAA requires that
boosters adhere to the same regulations as the coaches, administrators and staff members in the
Department of Intercollegiate Athletics. Because of this, it is important that boosters be aware of
the rules which govern athletics so that they can avoid unintentional rule violations.
The Associate Athletic Director for Compliance and Student Services ensures that boosters are
informed of the NCAA rules regarding athletics representatives and arc updated with updates to
the website about rule changes as they occur. A summary of these rules is provided below.
Prospective Student-Athletes
Boosters must not be involved in recruiting activities. The NCAA rules involving prospects
forbid booster:
1. to have any recruiting contact, whether in person, by mail or by telephone, with a prospect*
or a prospect's relatives or legal guardians.
2. to contact an enrolled student-athlete at another four-year institution (or one who has
withdrawn) to investigate the possibility of a transfer.
3. to be reimbursed or paid by the University to student or recruit prospects.
40
Appendix 2
802:2
4. to be involved in arranging for, offering or giving financial aid or other benefits not
permitted by NCAA regulations to a prospect or his/her relatives or friends, regardless of
whether the benefit is available to other students.
5. to finance, arrange for or use non-permissible recruiting aids or promotional material, such as
newspaper advertisements, bumper stickers or message buttons to publicize the
Department's interest in a prospect.
6. to provide or arrange for the payment of transporting a prospect or his/her friends or family
to visit the University.
7. to make any type of recruiting attempt during a casual, unintentional contact with a
prospective student-athlete.
8. to entertain or provide transportation, tickets, gifts or other benefits to a high school,
preparatory or two-year college coach.
Prospective student-athletes may not be treated in the same manner as enrolled student-athletes.
Actions that are appropriate for enrolled student-athletes may be considered inappropriate offers
or inducements (not to mention recruiting violations) if offered to a prospective student-athlete.
The following actions are considered inducements that boosters should not offer to prospects
under any circumstance:
• Cash or loans to the prospect or his/her family or friends;
• The promise of employment after college graduation;
• Special discounts on or co-signing for loans;
• Employment arrangements for a prospect's friends or relatives;
• Free or reduced-cost services, rentals or purchases of any type.
*A prospective student-athlete (prospect) is a student who has started classes for the ninth grade.
In addition, a student who has not started classes for the ninth grade becomes a prospective
student-athlete if the institution provides such an individual (or the individual's relatives or
friends) any financial assistance or other benefits that the institution does not provide to
prospective students generally. (NCAA Manual 13.02.11)
• Payment of any part of the registrations fees for a summer sports camp;
• Use of an automobi

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Stephen F. Austin State University Minutes of the Board of Regents Nacogdoches, Texas July 20 and 21,2009 (Volume 254) TABLE OF CONTENTS BOARD MINUTES FOR JULY 20 AND 21,2009 MEETING 254 Page Approval of Minutes Board Order 09-36 Approval of April 20 and 21, 2009, May 15, 2009 and May 27, 2009 Minutes 3 Administration Board Order 09-37 Election of President 3 Election of General Counsel 3 Election of Director of Audit Services 3 Election of Assistant to the Board of Regents 3 Personnel Board Order 09-38 Faculty Appointments for 2009-2010 4 Staff Appointments for 2009-2010 5 Changes of Status for 2009-2010 6 Retirements 8 Board Order 09-39 Holiday Schedule for 2009-2010 8 Academic and Student Affairs Board Order 09-40 Small Classes for Summer 12009 9 Board Order 09-41 Intercollegiate Athletic Policy and Procedure Manual 9 Building and Grounds Board Order 09-42 Transfer of the Ed and Gwen Cole Art Center from the SFA Real Estate Foundation to Stephen F. Austin State University (Executive Session Item) 9 Authority to Seek Approvals for Energy Performance Contract Requirements 10 Freshman Residence Hall and Parking Garage 11 Approval of the Fiscal Year 2009-10 Capital Infrastructure Plan 11 Financial Affairs Board Order 09-43 Adoption of the Fiscal Year 2009-10 Institutional Budget 11 Adoption of the Fiscal Year 2009-10 Capital Budget 12 General Liability Insurance 12 Athletic Programs Insurance 12 Automotive Insurance 13 Directors and Officers Insurance 13 Purchase of Electric Utilities from Deep East Texas Electric Coop for FY 2009-10 13 Purchase of Natural Gas 14 Purchase of Water, Sanitary Sewer and Landfill Services 14 Purchase of University Vehicles 15 Banner AxcessFY 2009-10 Project Budget 15 University Work Order System 15 University Policies and Procedures Board Order 09-44 Policy Revisions 15 Reports President Audit Services Report Faculty Senate Student Government Association Appendices Appendix 1 - Small Classes Summer 12009 Appendix 2 - Athletic Policy and Procedure Manual Revisions Appendix 3 - Resolution Authorizing a Request for Financing for Freshman Residence Hall and Parking Garage Appendix 4 - Resolution Declaring Expectation to Reimburse Expenditures with Proceeds of Future Debt for Freshman Residence Hall and Parking Garage Appendix 5 - Capital Infrastructure Plan Project Items Chemistry Building Renovation Kennedy Auditorium Seating and Sound System Campus Entrance Signage Renovation of the Juanita Curry Boynton House Hall 20 Shower Renovation Kerr Underground Piping Replacement Griffith Roof Repair Residence Hall Wireless Networking Twilight Ballroom Renovation Steen Residence Hall Refurbishing Athletic Irrigation System and Field House Air Conditioning Units Appendix 6 - Proposed HEF Allocations FY 2009-10 Appendix 7 - Capital Infrastructure Plan Budget FY 2009-10 Appendix 8 - Policy Revisions Acceptable Use of Information Resources (F-40) Assembly and Demonstrations (D-23) Auditing a Course - Tuition and Fees (C-3) Best Value Procurement (C-7) Budget Control (C-47) Building Design Standards (B-37) NEW Check Cashing (C-6) Central Stores (F-7) Computing Software Copyright (D-43) Conflict of Interest in Sponsoring Activities (A-l 1.5) Delegated Purchasing Authority (C-10) Duties and Responsibilities of Offices Reporting to the Provost and Vice President for Academic Affairs (E-13A) Energy Conservation (B-6) External Bank Accounts (C-54) File Maintenance for Faculty Personnel Files (A-60) Flag Display (D-15) Fleet Management (B-33) Institutional Reserves Fund (C-55) Lease, Rental or Use of Off-Campus Facilities (B-35) Memberships (C-17) Misconduct in Research (A-31.5) Payment Card Acceptance and Security (C-61) NEW Payments to Human Research Subjects (A-72) NEW Physical Plant Charges (B-21) Prohibition of Campus Violence (D-55) NEW Property Inventory and Management (C-42) Purchase of Electronic and Information Resources (C-62) Purchase Requisition (C-30) Purchase Voucher (C-31) Restrictions on Purchasing and Contracting with Certain Vendors (C-48) Satisfactory Academic Progress for Financial Aid Recipients (A-40) Service Awards (E-45) Small-Size Classes (A-46) Student Conduct Code (D-34.1) Student Discipline (D-34) Terminal Degree Policy (E-73) NEW Vehicle Repair and Maintenance (B-31) Stephen F. Austin State University Minutes of the Meeting of the Board of Regents Nacogdoches, Texas July 20 and 21,2009 Austin Building 307 Meeting 254 Monday, July 20,2009 The regular meeting of the Board of Regents was called to order in open session at 8:00 a.m., Monday, July 20, 2009, by Chair James Thompson. PRESENT: Board Members: Mr. James Thompson, Chair Mr. Richard Boyer Dr. Scott Coleman Mr. James Dickerson Ms. Valerie Ertz Mr. Bob Garrett Ms. Morgan Tomberlain Mr. Melvin White President: Dr. Baker Pattillo Vice-Presidents: Dr. Richard Berry Mr. Danny Gallant Mr. Steve Westbrook General Counsel: Ms. Yvette Clark Other SFA administrators, staff, and visitors The Building and Grounds Committee convened at 8:00 a.m. and adjourned at 10:00 a.m. The Finance/Audit Committee convened at 10:17 a.m. and adjourned at 11:05 a.m. The Academic and Student Affairs Committee convened at 11:20 a.m. and adjourned at 2:50p.m. The board reconvened at 3:00 p.m. as a committee of the whole to hear a presentation on the marketing plan from the Executive Director of Marketing and Public Affairs. The chair called for an executive session at 3:30 p.m. to consider the following items: Deliberations Regarding the Purchase, Exchange, Lease, Sale or Value of Real Property (Texas Government Code, Section 551.072) -1- • Possible property acquisition in open session Consultation with Attorney Regarding Legal Advice or Pending and/or Contemplated Litigation or Settlement Offers, including but not limited to legal advice on alcohol liability, update on Sabine/Rowecom bankruptcy, pending criminal charges involving terroristic threat, Selman vs. SFA et al, and Campus Partners vs. SFA et al (Texas Government Code, Section 551.071) Deliberations Regarding Negotiated Contracts for Prospective Gifts or Donations (Texas Government Code, Section 551.073) Consideration of Individual Personnel Matters Relating to Appointment, Employment, Evaluation, Assignment, Duties, Discipline, or Dismissal of an Officer or Employee, including but not limited to general counsel, director of audit services, assistant to the Board of Regents, basketball coach, physical plant personnel, vice presidents and president (Texas Government Code, Section 551.074) The executive session ended at 5:00 p.m. and the board meeting was recessed for the evening with no further action. Tuesday, July 21,2009 The chair reconvened the board meeting in open session at 9:00 a.m. on Tuesday, July 21,2009. PRESENT: Board Members: Mr. James Thompson, Chair Mr. Richard Boyer Dr. Scott Coleman Mr. James Dickerson Ms. Valerie Ertz Mr. Bob Garrett Ms. Morgan Tomberlain Mr. Melvin White President: Dr. Baker Pattillo Vice-Presidents: Dr. Richard Berry Mr. Danny Gallant Mr. Steve Westbrook General Counsel: Ms. Yvette Clark Other SFA administrators, staff, and visitors Regent Coleman led the pledge to the flags and provided the invocation. -2- RECOGNITIONS President Pattillo introduced the newly appointed student regent, Morgan Tomberlain, and her family; Ms. Tomberlain was sworn in by the chair of board. Dr. Ric Berry introduced faculty members who have been newly appointed to academic leadership positions. APPROVAL OF MINUTES Board Order 09-36 Upon motion by Regent White, seconded by Regent Coleman, with all members voting aye, the minutes of the April 20 and 21, 2009, May 15, 2009 and May 27, 2009 meetings were approved. ADMINISTRATION Board Order 09-37 Upon motion by Regent Thompson, seconded by Regent Ertz, with all members voting aye, the following items were approved: ELECTION OF PRESIDENT A performance evaluation was conducted, and Baker Pattillo was reelected president of Stephen F. Austin State University at an annual salary of $286,000, effective September 1,2009. ELECTION OF GENERAL COUNSEL A performance evaluation was conducted, and Yvette Clark was reelected general counsel at an annual salary of $131,250, effective September 1, 2009. ELECTION OF DIRECTOR OF AUDIT SERVICES A performance evaluation was conducted, and Gina Oglesbee was reelected director of Audit Services at an annual salary of $104,000, effective September 1, 2009. ELECTION OF ASSISTANT TO THE BOARD OF REGENTS A performance evaluation was conducted, and Judy Buckingham was reelected assistant to the Board of Regents at an annual salary of $43,200, effective September 1, 2009. PERSONNEL Board Order 09-38 Upon motion by Regent White, seconded by Regent Garrett, with all members voting aye, the following personnel items were approved: -3- FACULTY APPOINTMENTS FOR 2009 - 2010 Business Traci Austin, Assistant Professor of General Business, Ph.D. (University of Nebraska) at an academic year salary of $63,000 for 100 percent time, effective September 1,2009. Robert G. Ball Assistant Professor of Computer Science, Ph.D. (Virginia Polytechnic Institute and State University), at an academic year salary of $85,000 for 100 percent time, effective September 1, 2009. David Cook, Associate Professor of Computer Science, Ph.D. (Texas A&M University), at an academic year salary of $92,000 for 100 percent time, effective September 1,2009. Matthew D. Lindsev, Assistant Professor of Management, Marketing, and International Business, Ph.D. (University of North Texas), at an academic year salary of $92,000 for 100 percent time, effective September 1, 2009. Education Karen E. Jenlink, Professor of Secondary Education and Educational Leadership, Ed.D. (Texas A&M University-Commerce), at an academic year salary of $69,000 for 100 percent time, effective September 1, 2009. Fine Arts Dana C. Gloege, Assistant Professor of Theatre, M.F.A. (Texas Tech University), at an academic year salary of $46,800 for 100 percent time, effective September 1, 2009. John N. Roberts, Director of the School of Music, D.M. (Yale University), at an annual salary of $94,000 for 100 percent time, effective July 15,2009. Liberal and Applied Arts Andrew Brininstool, Visiting Assistant Professor of English, M.F.A. (University of Houston), at an academic year salary of $45,000 for 100 percent time, effective September 1,2009. Ben Dixon, Assistant Professor of Philosophy, Ph.D. (Bowling Green State University), at an academic year salary of $46,000 for 100 percent time, effective September 1, 2009. John Hendricks, Professor and Director of Division of Communication and Contemporary Culture, Ph.D. (University of Southern Mississippi), at an annual salary of $98,000 for 100 percent time, effective September 1, 2009. -4- T. Lucas Hollar, Assistant Professor of Government, Ph.D. (Florida Atlantic University), at an academic year salary of $49,000 for 100 percent time, effective September 1, 2009. Denise T. Millstein, Assistant Professor of English, Ph.D. (Louisiana State University), at an academic year salary of $46,000 for 100 percent time, effective September 1, 2009. Kim Rich-Rice, Assistant Professor of Social Work, Ph.D. (University of Texas), at an academic salary of $46,000 for 100 percent time, effective September 1, 2009. Nora Vivas, Instructor of Modern Languages, M.A. (University of Houston), at an academic year salary of $43,000 for 100 percent time, effective September 1, 2009. Sciences and Mathematics Robert K. Henderson, Assistant Professor of Mathematics and Statistics, Ph.D. (Southern Methodist University), at an academic year salary of $54,000 for 100 percent time, effective September 1,2009. STAFF APPOINTMENTS FOR 2009 - 2010 Admissions Brian T. Blackwell, Admissions Counselor, at an annual salary of $28,000 for 100 percent time, effective June 8, 2009. Athletics Daniel J. Kaspar, Head Men's Basketball Coach, approval of contract addendum adding a one year contract extension to the existing two year contract term, at an annual base salary of $129,150 for 100 percent time, effective September 1, 2009. Micah Lynn Rhodes, Assistant Softball Coach, at a salary of $2,400 for 100 percent time for Summer II, effective July 20, 2009. Charter School Casey L. Watts, Teacher, at an academic year salary of $37,800 for 100 percent time, effective August 13, 2009. Shawna Slaughter, Teacher, at an academic year salary of $42,300 for 100 percent time, effective August 13, 2009. Erin Michelle Wyatt, Teacher, at an academic year salary of $36,800 for 100 percent time, effective August 13, 2009. -5- Controller Judith F. Kruwell, Accountant II, at an annual salary of $42,000 for 100 percent time, effective April 20, 2009. Fine Arts Geneva Tsui-Shan Fung, Staff Accompanist-Music, at an academic year salary of $35,000 for 100 percent time, effective September 1, 2009. Forestry and Agriculture Andrea Nicole Loyd, Beef Farm Supervisor, at an annual salary of $37,672 for 100 percent time, effective July 1, 2009. Research and Sponsored Programs Jennifer Diane Hanlon, Assistant Director, at an annual salary of $55,000 for 100 percent time, effective June 1, 2009. Residence Life Jennifer A. Waters, Assistant Director of Housing, at an annual salary of $57,330 for 100 percent time, effective April 13, 2009. Student Life Jamie R. Bouldin, Assistant Director-Student Life, at an annual salary of $37,500 for 100 percent time, effective June 1, 2009. CHANGES OF STATUS FOR 2009 - 2010 Business Michael M. Pickard, from Professor of Computer Science at an academic year salary of $93,021 for 100 percent time, to Professor and Chair of Computer Science at an 11- month salary of $120,750 for 100 percent time, effective September 1, 2009. Development John H. Lewis, shall remain the Interim Vice President for Development and Professor of Economics and Finance, effective June 1, 2009 through August 31, 2009 with no additional salary and will continue in both capacities effective September 1, 2009 with an academic year salary of $135,984. -6- Disability Services Amanda R. Hopson, from Service Provider at a commissioned rate of pay as needed, to Interpreter at an annual salary of $38,000 for 100 percent time, effective May 18, 2009. Education Robert O. Choate, from Professor of Human Services at an academic year salary of $70,798 for 100 percent time, to Professor and Interim Chair of Human Services at an academic year salary of $70,798 for 100 percent time, with an additional stipend of $1,000 per month for interim duties, effective June 1, 2009. Mel Finkenberg, from Chair of Kinesiology at an annual salary of $118,474 for 100 percent time, to Interim Dean of Education at an annual salary of $128,500 for 100 percent time, effective July 1, 2009. Dawnella Rust, from Professor of Kinesiology at an academic year salary of $64,202 for 100 percent time, to Professor and Interim Chair of Kinesiology at an annual salary of $85,602 for 100 percent time, with an additional stipend of $1,000 per month for interim duties, effective July 1, 2009. Forestry and Agriculture Pieter Post, from Intern at an annual salary of $24,000 for 100 percent time, to Supervisor of Broiler Research Center at an annual salary of $31,152 for 100 percent time, effective May 1,2009. Ping Wang, from Research Associate-Medicinal Plants at an annual salary of $30,752 for 100 percent time, to Research Scientist-Medicinal Plants at an annual salary of $36,000 for 100 percent time, effective April 1, 2009. Library Susan D. Clarke, from Librarian II-Head of Digital Projects at an annual salary of $50,040 for 100 percent time, to Librarian II-Head of Research and Instructional Service at an annual salary of $60,000 for 100 percent time, effective July 1, 2009. Liberal and Applied Arts Sudeshna Roy, from Instructor of Communication at an academic year salary of $40,000 for 100 percent time, to Assistant Professor of Communication at an academic year salary of $46,000 for 100 percent time, effective September 1, 2009. -7- Student Affairs Michael H. Preston, from Director of Student Life at an annual salary of $58,689 for 100 percent time, to Director of Student Affairs at an annual salary of $65,000 for 100 percent time, effective June 1, 2009. RETIREMENTS The following retirements were accepted. Larry W. Bailey, Procurement and Property Services, effective July 4, 2009 Dorothy L. GottshalL Elementary Education, effective July 31, 2009 Lucille Hackard, Library, effective August 31, 2009 Gail Leslie, Computer Science, effective July 31, 2009 Linda Whiting, Sciences and Mathematics, effective July 31, 2009 Board Order 09-39 Upon motion by Regent Garrett, seconded by Regent White, with all members voting aye, the following item was approved: HOLIDAY SCHEDULE FOR 2009-2010 Fourteen holidays are allowed by the State for 2009-2010. The following schedule would allow SFA to be closed for Labor Day, 2 days at Thanksgiving, 6 working days during Christmas and New Year's Day, 5 working days at Spring Break, and Memorial Day, which totals sixteen days. Employees would be required to take one day of vacation or compensatory time on December 31, and one day of vacation or compensatory time on March 19. September 7 January 1 November 26 March 15 November 27 March 16 December 24 March 17 December 25 March 18 December 28 March 19 December 29 May 31 December 30 December 31 -8- ACADEMIC AND STUDENT AFFAIRS Board Order 09-40 Upon motion by Regent Dickerson, seconded by Regent White, with all members voting aye, the following academic item was approved: SMALL CLASSES SUMMER 12009 Whereas, the board considered the following: Texas Higher Education Coordinating Board rules require that all regular organized undergraduate classes with fewer than ten students enrolled and regular graduate classes with fewer than five students enrolled be approved by the Board of Regents. Under policies established by the board, such classes can only be taught for specific reasons, such as the course being needed for students to meet graduation requirements, etc. Courses for Summer I 2009 are listed in Appendix 1. Therefore, the Summer 12009 small class list in Appendix 1 was approved. Board Order 09-41 Upon motion by Regent Dickerson, seconded by Regent White, with all members voting aye, the following academic item was approved: INTERCOLLEGIATE ATHLETIC POLICY AND PROCEDURE MANUAL Whereas, the board considered the following: In accordance with NCAA requirements the university adopted an Intercollegiate Athletic Policy and Procedure Manual in 1994. This policy manual is annually reviewed and approved by the Board of Regents in its July meeting. Minor policy and/or procedure changes have occurred since the July 2008 revision and are included in Appendix 2. Therefore, the revisions to the Athletic Policy and Procedure Manual were approved as presented in Appendix 2. BUILDING AND GROUNDS Board Order 09-42 Upon motion by Regent Garrett, seconded by Regent White, with all members voting aye, the following building and grounds items were approved: TRANSFER OF THE ED AND GWEN COLE ART CENTER FROM THE SFA REAL ESTATE FOUNDATION TO STEPHEN F. AUSTIN STATE UNIVERSITY (EXECUTIVE SESSION ITEM) Whereas, the board considered the following: The SFA Real Estate Foundation received a donation of a building located at 329 Main Street in Nacogdoches. In the past, the historic building was known as the "Old Opera House" and used as a stopover place for theatrical companies traveling to Houston and Shreveport, Louisiana. The Opera House -9- was home to numerous operas, plays, melodramas, burlesque and magic shows. The building was donated with the expectation that it be used for the benefit of Nacogdoches as a theater, meeting place for the arts, educational facility, civic events or other public benefit and that it be known as the "Opera House" with a plaque affixed indicating it was donated by the descendants of Willie Maud Cason and D.K. Cason. The value of the building at the time of original donation was estimated at $200,000. The SFA Foundation received financial donations of approximately $1.5 million to renovate the building and also obtained an interest-free construction loan to complete the necessary renovations. The building has been completely renovated and named the Ed and Gwen Cole Art Center at the Old Opera House. The university has a lease to use the facility providing all operating, insurance and maintenance costs. The SFA Real Estate Foundation Board voted on June 24, 2009, and approved the transfer of the property to the university. Therefore, it was approved that the university accept the Ed and Gwen Cole Art Center at the Old Opera House located at 329 Main Street, Nacogdoches, Texas, to be recognized as university-owned property and that the president be authorized to execute any necessary documents. AUTHORITY TO SEEK APPROVALS FOR ENERGY PERFORMANCE CONTRACT REQUIREMENTS Whereas, the board considered the following: At its May 15,2009 meeting, the Board of Regents selected Siemens Corporation to conduct an energy audit and present an energy performance contract proposal to the university. With regard to financing, the State Energy Conservation Office (SECO) currently finances energy performance contracts up to $10 million at an interest cost of 3 percent. In addition, federal stimulus funds have been earmarked for SECO distribution. The university has submitted paperwork to SECO which is required for subsequent loan consideration if the project is approved and moves forward. After the energy audit is completed, state law requires that the university obtain an independent third party review of the audit. If financing is obtained through the State Energy Conservation Office, SECO will engage a firm to conduct the review at no cost to the university. If financing is not obtained through SECO, it would be necessary to hire a firm to conduct the review. Based on a preliminary audit assessment, Siemens Corporation anticipates the total energy performance plan to range between $12 and $20 million. Therefore, the administration was given authority, after the plan is finalized, to obtain a third party review of the Siemens energy audit, seek Texas Higher Education Coordinating Board approval for the energy performance contract at a cost not to exceed $20 million, seek current SECO financing for up to $10 million and seek additional federal stimulus financing through SECO to complete the appropriate scope of work. Final project scope and finance approval will require additional board action. -10- FRESHMAN RESIDENCE HALL AND PARKING GARAGE Whereas, the board considered the following: Consistent with our "Preparing for the Future" Strategic Plan, the university has made a commitment to increase both student enrollment and student retention. Student housing is an important element within this strategy. It is know that living on campus has a positive correlation to student retention. In addition, the demand for student housing continues to increase as the university grows. In April 2009 the Board of Regents selected an architect and construction manager to begin design of a new residence hall and parking garage for the SFA campus that will help address enrollment growth, help enhance our retention efforts and continue to integrate academic success and student life. Therefore, the administration was given authority to seek Texas Higher Education Coordinating Board project authority to issue revenue financing bonds for the construction of a new freshman residence hall and parking garage at a cost not to exceed $35,000,000. Pending coordinating board approval, the administration was given authority to seek approval from the Texas Public Finance Authority and Bond Review Board for bond issuance. The bond issuance resolutions were approved, as presented in Appendices 3 and 4. APPROVAL OF THE FISCAL YEAR 2009-10 CAPITAL INFRASTRUCTURE PLAN Whereas, the board considered the following: The university has a long term campus infrastructure plan that addresses capital renewal, deferred maintenance and renovation projects. The 2009-10 capital plan addresses the university's current infrastructure needs. 2009-10 initiatives in the plan are comprehensive and include academic renovation, campus improvement, and residence and student life enhancement. Therefore, the board approved the adoption of the $9,893,000 fiscal year 2009-10 capital infrastructure plan by project. The plan is detailed in Appendix 5 and includes new construction, campus improvement, deferred maintenance, and renovation. Each project in Appendix 5 was funded at a level not to exceed the item cost, the source of funds be used as described and the administration was authorized to sign associated purchase orders and contracts. FINANCIAL AFFAIRS Board Order 09-43 Upon motion by Regent Ertz, seconded by Regent Boyer, with all members voting aye, the following financial affairs items were approved. ADOPTION OF THE FISCAL YEAR 2009-10 INSTITUTIONAL BUDGET -11- Whereas, the board considered the following: In accordance with Article III of the Appropriation Bill for the 2009-10 biennium, the recommended institutional budget totaling $212,876,514 for the 2009-10 fiscal year is submitted for approval. The 2009-10 proposed budget includes state funded increases and tuition, fees and room and board increases approved by the Board of Regents at its April 21, 2009 meeting. The fiscal year 2009-10 budget reflects student enrollment growth, additional residence hall occupancy and recognition of anticipated restricted funds expenditures, which are in addition to ordinary budget operations. The proposed 2009-10 budget includes a 3% salary increase merit pool for faculty and staff, an increase for faculty promotions, salary equity adjustments and staff ^classifications. The total institutional salary increase commitment is 4%. A detailed Higher Education Fund allocation is included in Appendix 6. Therefore, the fiscal year 2009-2010 institutional budget was approved as presented. ADOPTION OF THE FISCAL YEAR 2009-10 CAPITAL BUDGET Whereas, the following was considered by the board: The university has developed a comprehensive institutional capital infrastructure plan for fiscal year 2009-10. Therefore, the board approved the adoption of the fiscal year 2009-10 capital infrastructure plan budget of $9,893,000 as delineated in Appendix 7, with the project costs not to exceed the stated estimated costs for each project. GENERAL LIABILITY INSURANCE Whereas, the board considered the following: The university is currently utilizing agent services of Wachovia/Wells Fargo for general liability insurance, and uses the State Office of Risk Management (SORM) for renewal options and solicitations. Current policy expenditures are $125,413.00 for coverage to date. No official proposal has been received but is expected to increase by approximately 10%. Therefore, it was approved that the university continue to provide justification to the State Office of Risk Management (SORM) to purchase this coverage at the best value to the university. SORM must approve any insurance negotiated contract. Approval was given to contract insurance covering general liability at a cost to be negotiated with Wachovia/Wells Fargo. The president was authorized to sign the contract. ATHLETIC PROGRAMS INSURANCE Whereas, the board considered the following: The NCAA provides catastrophic coverage for injuries that exceed $75,000. The university solicited proposals and awarded a contract for a self-insured retention plan for athletic medical excess insurance to cover injuries below the NCAA coverage threshold. The current agent is Bob McCloskey with UTICA Mutual as the underwriter. The current premium is $19,423 with a $12,000 administration fee. The Self Insured Retention Plan (SIR) is $150,000. The cost of the insurance is expected to remain approximately the same. -12- Therefore, the university was authorized to continue coverage that provides the best value to the university. The State Office of Risk Management (SORM) must approve any insurance negotiated contract. The source of funding will be auxiliary funds. Approval was given to secure coverage for the 2009-2010 athletic seasons with options to renew, and the president was authorized to sign the contract. AUTOMOTIVE INSURANCE Whereas, the board considered the following: The university uses the State Office of Risk Management (SORM) for renewal options and solicitations. SORM has completed the process of renewing the Automotive Policy and the award is going to Wachovia/Wells Fargo with OneBeacon Insurance Company as the underwriter. Current policy expenditures are $84,490.66 for coverage to date. Therefore, the university was authorized to continue to use the State Office of Risk Management (SORM) insurance program to determine which combination of coverage provides the best value to the university. SORM must approve any insurance negotiated contract. Approval was given to contract insurance covering automotive at a cost to be negotiated with an agent selected through the SORM process with options to renew for three additional years, subject to administrative approval. The president was authorized to sign the contract. DIRECTORS AND OFFICERS INSURANCE Whereas, the board considered the following: The university is currently utilizing agent services of Wachovia/Wells Fargo for D & O insurance, and uses the Office of Risk Management (SORM) for renewal options and solicitations. Current policy expenditures are $43,897.00 for coverage to date. No official proposal has been received but coverage is expected to increase by 10%. As soon as the proposal is submitted, it will be presented so that we may get signatures and formalize the agreement. Therefore, the university was authorized to continue to use the State Office of Risk Management (SORM) insurance program to determine which combination of coverage provides the best value to the university. SORM must approve any insurance negotiated contract. Approval was given to contract insurance covering D & O at a cost to be negotiated with an agent selected through the SORM process. The president was authorized to sign the contract. PURCHASE OF ELECTRIC UTILITIES FROM DEEP EAST TEXAS ELECTRIC COOP FOR FY10 Whereas, the board considered the following: The university utilizes regulated electricity from the Deep East Texas Electric Coop to serve the Todd Agricultural Research Center and the Temple-Eastex Forestry Laboratory. Fiscal year 2007-08 total -13- expenditures were $68,014 and fiscal year 2008-09 expenditures as of May 31, 2009 were $50,909. Therefore, it was approved that the university purchase electricity from the Deep East Texas Electric Coop to serve the Todd Agricultural Research Center and the Temple- Eastex Forestry Laboratory for fiscal year 2009-10. The president was authorized to sign the purchase order. PURCHASE OF NATURAL GAS Whereas, the board considered the following: The university currently purchases its natural gas through a contract with Centerpoint Energy Services. The contract price for gas is a variable rate based on spot gas prices for "East Texas, Houston Ship Channel". This contract is automatically renewed each year unless either party provides 30 days written notice. Fiscal year 2008-09 natural gas expenditures of $1,524,304 reflect billings through May 2009. The university reviewed proposals from natural gas providers. In addition, the Texas General Land Office also sells gas to state agencies. We are required to submit any natural gas contract to the Texas General Land Office for its review. Based on a review of proposals from natural gas providers and a market assessment, the administration determined that a fixed price natural gas contract would be the most appropriate method for the purchase of natural gas. Therefore, it was approved that the university accept fixed price bids from Constellation New Energy, Atmos Energy Marketing and Centerpoint Energy Services for a one year period (9/1/09 to 8/31/10) and a two year period (9/1/09 to 8/31/11) no later than July 31, 2009. The vice president for finance and administration was given the authority to select the contract that represents the best value to the university. Once the best value contract is selected, it will be submitted to the Texas General Land Office. The president was authorized to sign the contract with either the selected natural gas provider or the Texas General Land Office, based on best value for the university. PURCHASE OF WATER, SANITARY SEWER AND LANDFILL SERVICES Whereas, the board the considered the following: The university utilizes water, sanitary sewer and landfill services provided by the City of Nacogdoches. Fiscal year 2007-08 total expenditures were $1,327,200 and fiscal year 2008-09 expenditures as of May 31, 2009 were $995,065. Therefore, it was approved that the university purchase water, sanitary sewer and landfill services from the City of Nacogdoches for fiscal year 2009-10. The president was authorized to sign the purchase order. -14- PURCHASE OF UNIVERSITY VEHICLES Whereas, the board considered the following: The departments of admissions and development travel through many areas of the state on student recruiting and donor visits. Both departments accumulate lots of miles on leased vehicles, and the vehicles are highly visible to prospective students and donors. Therefore, it was approved that the university purchase vehicles for admissions and development at a cost not to exceed $100,000. The president was authorized to sign associated purchase orders. The fund source is the Higher Education Fund. BANNER AXCESS 2009-10 PROJECT BUDGET Whereas, the board considered the following: The Banner Axcess implementation project is continuing, and the financial component of the solution will be implemented and operational on September 1, 2009. Other functional areas will be operational as scheduled. Therefore, the board approved $1,000,000 in funding for the fiscal year 2009-10 Banner Axcess implementation phase. The president was authorized to sign associated purchase orders and contracts. The fund source is the Higher Education Fund. UNIVERSITY WORK ORDER SYSTEM Whereas, the board considered the following: Currently, the SFA Physical Plant Department and Housing Operations share use of a computerized maintenance management system. The package was purchased in 1995 and received several upgrades over the first five years. However, the software is no longer updated or supported by the software company and cannot provide the type of work process information that is necessary. A new computerized maintenance management system is needed to help manage our infrastructure needs. The new system would communicate with users and customers automatically, provide planned and preventative maintenance reports, track the status of work orders, automate time and materials charges, provide detailed reports and help facilitate service delivery. Therefore, the university was authorized to purchase a computerized maintenance management system at a cost not to exceed $200,000. The sources of funding include HEF for $150,000 and auxiliary fluids for $50,000. The president was authorized to sign associated purchase orders and contracts. UNIVERSITY POLICIES AND PROCEDURES Board Order 09-44 Upon motion by Regent Dickerson, seconded by Regent White, with all members voting aye, the policy revisions were approved, as presented in Appendix 8. -15- REPORTS The president presented a report on the following: • 31 st Annual SFA Alumni Coaches Awards Luncheon is set for July 31. • Summer Commencement will be held August 15 • Meet the Jacks will be on August 25 • The State of the University Address is scheduled for August 27 • Lumberjacks vs. SMU will be the first football game on September 5. Gina Oglesbee, the director of Audit Services reported on: • Public Funds Investment Act Compliance Review • Interdepartmental Transfers Audit • Annual Risk Assessment • Update on external audits - SAO Financial Aid, NCAA Compliance, SFA Charter School Audit Dr. Kevin Langford, the faculty senate chair, made a presentation describing SFA student/faculty success by highlighting recent graduate, Erin Roth. Courtney Harvey, the president of SGA made the following report: • Changing SFA for the better by: Focusing on organization development Using data driven research to assess student needs and interests More events geared toward students • Constitution Day • Spirit Buses • Watermelon Bash The meeting was adjourned at 10:00 a.m. The next regular meeting of the board will be on October 12 and 13,2009. -16- Appendix 1 SMALL CLASSES SUMMER I 2009 Total Estimated Credit Hours in Small Classes 392 Total Estimated SFA Credit Hours Summer I 2009 22,050 Estimated Small Class Credit Hours as a Percentage of SFA Total Credit Hours 1.78% DateiZ Appendix 2 Athletic Department Policy Revisions Appendix 2 102:1 COMMITMENTS It is the policy of Stephen F. Austin State University to provide quality educational opportunities to all students. In support of this commitment, SFA is dedicated to providing a setting within which students can achieve the highest possible level of intellectual, physical and personal development. The Department of Intercollegiate Athletics is an integral element in the achievement of these goals, as its programs are designed to be a significant part of the educational mission of the University. The intercollegiate athletics program provides student, faculty, alumni and friends with opportunity to share in the life of the collegiate community through some form of physical activity. They may participate formally or informally as individuals, as members of a team, or as spectators. Department of Intercollegiate Athletics Stephen F. Austin State University is a comprehensive, state-supported university committed to excellence in undergraduate and graduate education. This commitment extends to maintaining a successful intercollegiate athletic program as a substantial contributor to a comprehensive collegiate environment. The goals of the University and the Intercollegiate Athletic Department include excellence in achievement through specialized and multidisiplinary development, training and competition. The University and the Intercollegiate Athletic Department provides a successful, high-quality program that involves a broad range of sports for students throughout the campus community, conforms to NCAA and Southland Conference regulations, and focuses on the educational, physical, mental, and social well being of student-athletes. The University and the Intercollegiate Athletic Department ensures that all student-athletes meet academic standards set by the University and NCAA. Each student-athlete is encouraged to complete chosen academic programs and become contributing citizens. Their health and safety receive the highest priority. The University and the Intercollegiate Athletic Department are committed to providing equal opportunities for all student-athletes and members of the athletics staff. National and Conference Affiliations The University, as an official member institution of the National Collegiate Athletic Association (NCAA) and the Southland Conference, is governed by their constitutions, bylaws and sports directives. In creating Departmental policies and procedures, every effort has been employed to comply with NCAA and Southland Conference rules and regulations so as to appropriately implement all policies recommended by these authorities. This commitment encompasses all administrative and coaching aspects of the intercollegiate athletics program, as well as the management of student-athlete activities. Further, as a member of these governing bodies, the University strives to actively participate in these organizations by serving on committees and in other official capacities as requested. Appendix 2 102:2 Equal Employment and Opportunity University policy prohibits discrimination in education and/or employment on the basis of race, religion, sex, ago, marital status, national origin, ancestry, sexual orientation, veteran status, physical or mental disability, or a criminal record that is not job related race, color, religion, sex, age, national origin, disability, or disabled veteran status, subscribing to the following statutes: • Title VI and VII, Civil Rights Acts of 1964, as amended: • Executive Order 11246, as amended; • The Equal Pay Act of 1963; • The Rehabilitation Act of 1973; • Titles VII and VIII of the Public Health Service Act; • Title IX of the Education Amendments of 1972; • The Age Discrimination in Employment Act of 1967; as amended; and • The Age Discrimination Act of 1975. The Board of Regents of Stephen F. Austin State University, as well as the President of the University, the Vice President of University Affairs and the Director of Athletics, are committed to both the letter and spirit of the above cited state and federal regulations. The University's Personnel Office Human Resources Office is available for assisting with the application and interpretation of laws that impose special obligations on the University. SFA 2/1998 7/2009 Appendix 2 302B:l JOB DESCRIPTION ASSISTANT ATHLETIC DIRECTOR FOR BUSINESS AFFAIRS Reports To: Director of Athletics Positions Directly Supervised: Media Relations Director Assistant Sports Media Relations Director Basic Function Responsible for directly overseeing the Department business operations and assisting the Director of Athletics with the overall management and control of the Department budget. Attends to daily business operations and financial planning and oversight. Duties and Responsibilities 1. Assists in the development of budgets for all programs, in conjunction with the Director of Athletics, Head Coaches and other administrative staff members. Monitors budgetary compliance. 2. Participates in special planning studies related to income projections. Complies budget estimate information for athletics program operations and special projects, as requested. 3. Assists coaches and administrative staff with the business operations pertaining to their programs. 4. Aids in the negotiation of all Departmental contracts to include, television and radio rights, business facilities, rental, maintenance and concessions at the direction of the Director of Athletics. 5. Works closely with appropriate University Offices to ensure that all developed contracts meet University, as well as State rules and regulations requirements. 11. Develops and implements capital equipment purchasing procedures and special remodeling/maintenance projects, working with the University's Business and Purchasing Offices. 14. Reviews game guarantees and other appropriate financial arrangements with visiting teams, and prepares contracts for events, as necessary. 15. Oversees the planning and coordination of team travel arrangements, including transportation, lodging, meals, etc., for regular and postseason events. 16. Assists in the development of Southland Conferencej and NCAA Championship budgets and financial reports. 17. Keeps the Director of Athletics informed regarding Departmental fiscal operations, providing periodic budget status reports. Appendix 2 302B:2 18. Interfaces with internal and external auditors, as well as with other University Departments having fiscal management authority. 19. Handles University receipts and has receipt processing duties as per University policy. 19. Attends University, Southland Conference, NCAA and other organizational meetings, as assigned. 20. Participates on University committees and task forces, as required. 21. Initiates or participates in projects as requested by the Director of Athletics. 23 Abide by all rules of the National Collegiate Athletics Association (NCAA) and the Southland (SLC). 24. Compliance matters will also be included in your annual Performance Management Review. 25. Performs additional duties and special projects as assigned by the Director of Athletics. SFA 7/2006 7/2009 Appendix 2 302G:l JOB DESCRIPTION ASSISTANT COACH Reports To: Head Coach Positions Directly Supervised: None Basic Function Responsible for providing coaching and administrative, and instructional assistance to the Head Coach of a designated sport. Provides instruction to student-athletes to develop team concepts, safety, physical health, and other related focuses. Uses independent discretion and judgment when designing and conducting formal and informal training sessions to meet individual athlete and team needs. Responsible for the promotion of the philosophy and objectives of the intercollegiate athletics program, including , but not limited to, adhering to all Departmental policies and procedures, as well as the rules and regulations of the University, the Southland Conference and the NCAA. This is a security sensitive position. Duties and Responsibilities 1. Promotes the philosophy and objectives of the intercollegiate athletics program, to include adhering to all Departmental policies and procedures, as well as the rules and regulations of the University, the Southland Conference, and the NCAA. Designs and conducts formal and informal training sessions to meet individual student-athlete and team needs. 2. Assists, as allowed by NCAA regulations, with the scouting and recruitment of student athletes, to include assisting with on campus visits of prospective student athletes. Provides instruction to student-athletes to develop team concepts, safety, and other related topics. 3. Assists in coaching student-athletes, to include evaluating their performances in both practice and competition, and providing leadership and instruction in areas of deficiencies, as required. 4. Monitors the conditioning and training of student athletes, in conjunction with the Athletic Training staff. Assists in the planning and execution of tho off season training program, as requested. Promotes physical health by monitoring the conditioning and training of student-athletes, in conjunction with the Athletic Training staff. 5. Counsels team members in academic, disciplinary and personal matters, to include consulting with the Academic Coordinator to resolve problems. 6. Participates in the collection and analysis of tactical and statistical data of opponent teams and assists in designing game plans and strategies. Attends coaches' preparatory meetings and implements strategies resulting from these meetings. 7. Advises and counsels student-athletes regarding their obligations to comply with all rules and regulations related to financial aid and eligibility, as well as personal conduct and appearance. 8. Appendix 2 302G:2 8. Assists in monitoring the academic progress and eligibility status of student-athletes, to include both class and study hall attendance. 9. Assists in maintaining statistics, as requested. Assists, as allowed by NCAA regulations, with the evaluation and recruitment of student-athletes, to include assisting with on-campus visits of prospective student-athletes. 10. Participates in public relations activities, as approved, to include granting interviews with newspaper, radio and television media, attending press conferences and making public appearances. 11. Assists with planning and coordinating approved fund raising activities, as assigned. 12. Assists with budget preparations, as requested.—Operates within approved budget allocations. 13. Assists with the development of schedule for practice and competition, as assigned. 14. Assists in coordinating team travel arrangements, as requested. Travels with the team and monitors the conduct of student-athletes. 15. Works with the Supervisor of Facilities and Equipment to ensure that necessary athletic equipment is available for scheduled practices and competitive events. 16. Monitors the condition of equipment. Request repairs or replacement, as necessary. 17. Participants in clinics, exhibitions and camps, as approved. 18. Represents the Department at professional, civic, charitable and alumni events, as requested. 19. Abides by all rules of the National Collegiate Athletics Association (NCAA) and the Southland Conference (SLC). 20. Compliance matters will also be included in the annual Performance Management Review. 21. Performs other duties and assists with special projects as assigned by the Head Coach. SFA 7/2005 7/2009 Appendix 2 302H:l JOB DESCRIPTION DIRECTOR OF WELLNESS CENTER Reports To: Director of Athletics Positions Directly Supervised: Assistant Strength Coach Graduate Students and Interns Basic Function Responsible for developing, implementing and supervising Strength and Conditioning program operations, to include the development and implementation of individualized conditioning, strength and flexibility and nutrition programs for all student-athletes. Oversees Wellness Center operations and provides direction and supervision to assistant coaches and student-athletes. Duties and Responsibilities 1. Manages and controls the operation of the Wellness Center, ensuring compliance with University, Southland Conference, and NCAA rules and regulations. 2. Oversees the design and implementation of total conditioning programs for each SFA sports program during preseason, in-season and off-season periods, in conjunction with each Head Coach and the Head Athletic Trainer. Develops and implements testing programs to determine the effectiveness of conditioning regimes. 3. Provides for the proper supervision of student-athletes in the Wellness Center, to include ensuring that student-athletes receive proper instruction on the safe use of weight machines and free weights. 4. Coordinates reconditioning programs for student-athletes, in conjunction with the Head Athletic Trainer. 5. Develops and submits the annual budget request for Strength and Conditioning program operations. Ensures budgetary compliance through efficient and economical management oversight. 6. Oversees the selection, installation and maintenance of Wellness Center equipment, to include proper cleaning and repair. 7. Oversees and monitors the nutritional program for each team, as appropriate. 8. Assists with on-campus recruiting activities for prospective student-athletes, to include helping coaches evaluate the athletic potential of prospective student-athletes. 9-. Coordinates special lectures for student athletes on such issues as the value of proper nutrition and the dangers of steroid use. 10. Oversees the coordination of time schedules for the use of Wellness Center facilities by each sport team and individual student-athletes. Resolves conflict as necessary. Appendix 2 302H:2 11. Serves on various Departmental, University, Southland Conference, and NCAA committees and task forces, as requested. Participates in NSCA activities, representing SFA and the Association as deemed appropriate. 12. Abide by all rules of the National Collegiate Athletics Association (NCAA) and the Southland (SLC). 13. Compliance matters will also be included in your annual Performance Management Review. 14. Performs other duties and special projects as requested by the Director of Athletics. SFA 7/2005 7/2009 Appendix 2 3021:1 JOB DESCRIPTION MEDIA RELATIONS DIRECTOR Reports To: Assistant Athletic Director for Business Affairs Positions Directly Supervised: Assistant Media Relations Directors, Media Relations Specialist Interns, Student Assistants. Basic Function Responsible for the development, planning, supervision and implementation of the Department's overall media relations efforts. Provides general supervision of the Media Relations Office, all intercollegiate sports publicity and the Athletic Department's official website. Duties and Responsibilities 1. Implements Departmental policies and procedures as related to media relations, ensuring the integrity and enhancing the public image of SFA's intercollegiate athletics program. 2. Remains current and ensures compliance with all applicable University, Southland Conference, and NCAA rules and regulations. 3. Establishes and maintains cooperative working relationships with local, regional and national media representatives. Serves as the press liaison, arranging press conferences and establishing procedures for interviewing student-athletes, coaches and administrators. Arranges interviews when appropriate and convenient with Departmental personnel. 4. Prepares budget requests for operating the Sports Information Office. Ensures budgetary compliance through economical and efficient management. 5. Supervises Media Relations Office personnel in the performance of their duties related to daily sports media services, the production of news releases and statistics, and the development of sports publications. 6. Coordinates media requests from radio, television and press personnel. Issues press credentials. Directs press box and press row operations. 7. Directs the preparation, maintenance and distribution of current statistical records for all intercollegiate sports. 8. Coordinates the writing, editing, publication and distribution of all sports information, to include press releases, feature articles, media guides, game programs and website content. 10 Appendix 2 9. Maintains updated files on past and present SFA student-athletes and staff, including biographical and photographic materials. 3021:2 10. Oversees photography activities, including photograph sessions for teams, as well as still and video coverage of athletic events. 11. Acts as the Department's public relations liaison with the University, community and media. 12. Supervises all support staff assigned to media relations activities. Delegates and prioritizes staff administrative responsibilities. 13. Ensures that results of athletic events for all sports are reported to the appropriate media outlets. 14. Plans and coordinates press functions for all sports, when deemed appropriate. 15. Coordinates the coverage of away events, to include working with the opponent's media relations office and scheduling Media Relations staff travel, when deemed appropriate. 16. Assists student-athletes in dealing with media representatives. 17. Attends national, regional and Conference meetings as assigned by the Assistant Athletic Director for Business Affairs or the Director of Athletics. 18. Performs media related duties and coordinates special projects as requested by the Assistant Athletic Director for Business Affairs or the Director of Athletics. 19. Abide by all rules of the National Collegiate Athletics Association (NCAA) and the Southland (SLC). 20. Compliance matters will also be included in your annual Performance Management Review. 21. Performs additional duties and initiates special projects as directed by the Director of Athletics. SFA 7/2006 7/2009 11 Appendix 2 3020:1 JOB DESCRIPTION Assistant Athletic Director for External Affairs Reports To: Director of Athletics Positions Directly Supervised: Coordinator of Athletic Operations Graduate Assistant - Marketing & Promotions Basic Function Responsible for all external programs conducted on behalf of the athletic department, including planning, directing, coordinating and securing private gifts and athletic sponsorships from corporations, foundations and individuals, as well as developing and implementing an overall marketing plan for the department, oversee athletic promotional, public relations and ticket efforts. Serves as liaison for the athletic department to the office of development, alumni associations, public relations and booster groups in developing fund raising priorities and strategies. Work with athletic department administrative staff and coaches, university administration and community/ state leaders in furthering the presence and image of SFA Intercollegiate Athletics. Develop and implement strategies to increase ticket sales and overall attendance at athletic events. Duties and Responsibilities 1. Develop, implement and coordinate a comprehensive athletic fund-raising, corporate partnership and a marketing and promotions plan for the University. 2. Coordinate the Athletic Department's public relations effort. 3. Oversee the Athletic Annual Fund. 4. Communications and coordinates activities with all University fund raising agencies, including the Alumni Office, the Advancement office and outside parties. 5. Plan all athletic fund raising events. 6. Designs proposals requesting gifts and/or sponsorships from donors, businesses or corporations and private foundations. 7. Informs donors/sponsors on a consistent basis regarding the location of their donations/sponsorships and how it is benefiting the Athletic Department and the University. 8. Manage the University's licensing program, and serve as primary liaison with the University's licensing representative, CLC-IMG College. 9. Coordinate and supervise volunteer effort. 10. Adhere to all applicable NCAA and Southland Conference rules and regulations. 11. Serve as the athletic department liaison with the Office of Public Affairs. 12 Appendix 2 12. Attends luncheons or meetings with volunteers as needed. 3020:2 13. Engages in speaking commitments to promote the University. 14. Travels in order to locate potential donors. 15. Handles university receipts and has receipt processing duties as per university policy. 16. Abide by all rules of the National Collegiate Athletics Association (NCAA) and the Southland (SLC). 17. Compliance matters will also be included in your annual Performance Management Review. 18. Performs other duties as assigned by the Athletic Director. SFA 7/2008 7/2009 13 Appendix 2 302P:l JOB DESCRIPTION ASSISTANT HEAD COACH Reports To: Head Coach Positions Directly Supervised: None Basic Function Responsible for providing coaching mid administrative, and instructional assistance to the Head Coach of a designated sport and representing the Head Coach in his/her absence. Provides instruction to student-athletes to develop team concepts, safety, physical health, and other related focuses. Uses independent discretion and judgment when designing and conducting formal and informal training sessions to meet individual athlete and team needs. Responsible for the promotion of the philosophy and objectives of the intercollegiate athletics program, including, but not limited to, adhering to all Departmental policies and procedures, as well as the rules and regulations of the University, the Southland Conference and the NCAA. Regulary exercises discretion and independent judgment when performing work. This is a security sensitive position. Duties and Responsibilities 1. Represents the Head Coach in his/her absence. 2. Designs and conducts formal and informal training sessions to meet individual student-athlete and team needs. 3. Provides instruction to student-athletes to develop team concepts, safety, and other related topics. 4. Assists in coaching student-athletes, to include evaluating their performances in both practice and competition, and providing leadership and instruction in areas of deficiencies, as required. 5. Promotes physical health by monitoring the conditioning and training of student-athletes, in conjunction with the Athletic Training staff. 6. Counsels team members in academic, disciplinary and personal matters, to include consulting with the Assistant Athletic Director for Student Services and/or the Senior Woman Administrator to resolve problems. 7. Participates in the collection and analysis of tactical and statistical data of opponent teams and assists in designing game plans and strategies. Attends coaches' preparatory meetings and implements strategies resulting from these meetings. 8. Advises and counsels student-athletes regarding their obligations to comply with all rules and regulations related to financial aid and eligibility, as well as personal conduct and appearance. 14 Appendix 2 302P:2 9. Assists in monitoring the academic progress and eligibility status of student-athletes, to include both class and study hall attendance. 10. Assists, as allowed by NCAA regulations, with the evaluation and recruitment of student-athletes, to include assisting with on-campus visits of prospective student-athletes. 11. Participates in public relations and marketing activities, as approved, to include granting interviews with newspaper, radio and television media, attending press conferences and making public appearances to promote the intercollegiate athletic program. 12. Assists with planning and coordinating approved fund raising activities, as assigned. 13. Coordinates community relations activities involving the team and staff. 14. Assists with the development of schedule for practice and competition, as assigned. 15. Assists in coordinating team travel arrangements, as requested. Travels with the team and monitors the conduct of student-athletes. 16. Works with the Supervisor of Facilities and Equipment to ensure that necessary athletic equipment is available for scheduled practices and competitive events. 17. Monitors the condition of equipment. Request repairs or replacement, as necessary. 18. Participants in clinics, exhibitions and camps, as approved. 19. Represents the Department at professional, civic, charitable and alumni events, as requested. 20. Abides by all rules of the National Collegiate Athletics Association (NCAA) and the Southland Conference (SLC). 21. Compliance matters will also be included in the annual Performance Management Review. 22. Performs other duties and assists with special projects as assigned by the Head Coach. SFA 7/2005 7/2009 15 Appendix 2 402A:l RECEIVABLE: RECEIPT, CUSTODY AND DEPOSIT OF UNIVERSITY FUNDS A true and full accounting of funds collected is recorded and maintained by the Assistant Athletic Director for Business Affairs. Accountability for funds received begins from the point of collection and continues until they are deposited with the SFA Business Office in the Administration Building. Funds come into the Department of Intercollegiate Athletic from NCAA/Southland Conference disbursements, game program advertising fees, radio rights fees, novelty/apparel sales, facilities use fees, licensing royalties, donations/gifts, and game guarantees. In addition, funds from ticket sales are received and processed by the SFA Baker Pattillo Student Center Ticket Office. Definition of Funds Funds are defined as receipts including currency, coins, personal checks, bank drafts, money order, cashier's checks, and credit card transactions. Deposit of Funds Miscellaneous funds Funds received from game program advertising fees, radio rights fees, facilities use fees, NCAA/Southland Conference disbursements, and game guarantees by the Department are receipted by the Assistant Athletic Director for Business Affairs, who is responsible for the preparation of aH eash receipts for deposit in accordance with University Policy C-5 "Receipts and Disbursements". Funds received from donations, gifts, apparel sales, corporate sponsorships and licensing fees are received and receipted by the Assistant Athletic Director for External Affairs in accordance with University Policy C-5 "Receipts and Disbursements". Funds are submitted to the University's Business Office the day they are received, whenever possible or within 48 hours, as appropriate. A University Receipt or Deposit Transaction Summary accompanies all cash and checks deposited with the University's Business Office. The Administrative Assistant to the Director of Athletics or a designated member of the secretarial staff deposits funds with the University's Business Office. Ticket sales are received, processed and deposited by the Student Center Ticket Office. Verification of Deposits Revenues received by the Department are verified by the Assistant Athletic Director for Business Affairs who is responsible for reconciling income detail lists by checking the Department's ledgers against deposit slips. Proofs of deposit (e.g., copies of deposit forms, cash receipts forms, etc.) are used to verify receipt of income to the Department. 16 Appendix 2 402A:2 Security All funds are physically secured while in the Department of Intercollegiate Athletics. Segregation of Duties The Department of Intercollegiate Athletics ensures that there is a segregation of duties in the receipt process by having more than one person involved in the receipt, custody, deposit, recording, reconciliation, review, and reporting of funds. SFA 1/1996 7/2009 17 Appendix 2 504B:l STUDENT-ATHLETES: FOOD SERVICE The Department of Intercollegiate Athletics adheres to all University, Southland Conference, and NCAA rules and regulations related to providing food service to student-athletes. Each Head Coach determines which student-athletes are to receive board as part of their athletic scholarship. The Assistant Athletic Director for External Affairs serves as the Department's liaison to the University's Campus Dining Services, which offers a campus-wide food service plan. Students who reside in University residence halls are required to obtain room and board in a package plan, for a single unit price, as listed in the schedule of residence halls in the current General Bulletin. Student-athletes designated to receive board allotments as part of their athletically related financial aid participate in one of the University's meal programs or receive a cash-in-lieu monthly meal stipend, depending upon their living arrangements. REGULAR FOOD SERVICE The Director of Campus Dining Services administers the food service program utilizing two (2) cafeterias located on campus and several "pay as you go" locations. One is on East College Drive across from Steen Hall and the other is located on the first floor of the University Center Baker Pattillo Student Center. The student athlete's I.D. is encoded with the allotted meal plan and scanned at the cafeteria check out The magnetic strip on the student i.d. card electronically identifies the chosen dining plan and debits each meal purchased from the weekly or semester allowance. On-Campus Procedure AH Most students living on campus are required to sign a contract for board based on their residence hall plan. The contract cost includes either a seven (7) day, 20 moal plan (provided for full scholarship student athletes), or a 13 meal a week plan based on a seven (7) day week or a 15 meal a week based on a five (5) day week semester plan of 20 meals in 7 days with a $50 dollar declining balance, a 14 meal 7 day plan with a $125 declining balance, or a block plan (210 meals, no restrictions) with a $75 declining balance. The declining balance fund (Dining Dollars) can be used at any "pay as you go" location on campus. Off-Campus Procedures In compliance with NCAA regulations, student-athletes living off campus who are eligible for board, receive a stipend equal to the established, average on-campus board award. A listing of student-athletes approved to receive off-campus room and board stipends is completed in August by each Head Coach and submitted to the Associate Athletic Director for Internal Affairs Compliance and Student Services. Additions and/or deletions for the second semester must be submitted in December. Cash-in-lieu of board payments combined with the off-campus housing payments are distributed in a lump sum payment at the beginning of each semester from the University Financial Aid Office. Student-athletes must present their photo I.D., in person, to receive their stipend. A Head Coach can choose to award a commuter dining plan to a student-athlete living off campus as part of the total board award. This commuter dining plan includes either a 5 meals in 5 days with a $50 declining balance, a 50 meal block plan with $50 declining balance, or a 25 meal block plan with $100 declining balance. 18 Appendix 2 504B:2 Married student-athletes receive the same board amount as any other student-athlete living off campus. Further information regarding stipend disbursements can be found in Policy 502D, Student- Athletes: Financial Aid, in this Manual. Late Meals Pre-game, post-game and late meals are coordinated with the Director of Campus Dining Services by the Associate Athletic Director for Internal Affairs or the Head Athletic Trainer, Head Coach or his/her designee (assistant coach or athletic trainer) so the eligible student-athletes may eat after the regular dining halls have closed. These meals are generally served in the East College Cafeteria. Additionally, sack lunches may be provided when necessary and charged to the meal plan. Vacation and Break Meal Service Coaches requiring meal service for their teams during vacation or break periods when the dining halls are closed are to request per-diem allowances from the Associate Athletic Director for Internal Affairs Assistant Athletic Director for Business a minimum of two (2) weeks in advance of the vacation or break period. Guest Meals Student-athletes are personally responsible for paying for all meals eaten by guests in the campus dining facilities. SFA 1/1996 7/2009 19 Appendix 2 505:1 STUDENT ATHLETES: AWARDS At Stephen F. Austin State University recognition for outstanding performance in both athletic and academic endeavors is given to deserving student-athletes each year. These awards may be presented by the Department, the Southland Conference, the NCAA, individuals or national groups. They may be in the form of NCAA approved awards for athletic participation, scholarship awards for academic accomplishments and/or recognition rewards (e.g., Academic All-American teams). ATHLETIC AWARDS Department Awards As acknowledgment for athletic participation, and in recognition of outstanding performance, the Department of Intercollegiate Athletics permits deserving student-athletes to receive athletic awards in compliance with NCAA and Southland Conference rules and regulations. Athletic awards are presented upon the recommendation of the Head Coach and with the approval of the Director of Athletics, according to criteria established by Departmental administrators and Head Coaches. The Director of Athletics, Associate Athletic Director for Internal Affairs, in conjunction with the Sports Information director, administer the awards program. In order to receive an athletic award, student-athletes must be of amateur standing, eligible for athletic participation, as defined by the NCAA, and must have been representing Stephen F. Austin State University at the time they were competing. In addition to athletic performance, other factors which are taken into consideration include a student-athlete's academic standing, as well as his/her attention to college regulations, observance of training rules, sportsmanship and overall conduct. Permissible Award Restrictions A student-athlete may not receive an award of cash or its equivalent (i.e., items that are negotiable for cash or trade). An award of a country club or sports club membership is not permitted even if the cost of membership is less than the allowable award value. Award Value Limitations The total value of a single participation or letter award received in a year by a non-senior student-athlete may not exceed $175. Multiple awards may be presented only if the total value of all participation awards received during a particular academic year by an individual (non-senior) student-athlete does not exceed $175 Multiple awards may be presented to a senior student-athlete only if the total value of all participation awards presented during a particular academic year to a senior student-athlete does not exceed $325 in each sport in which the student-athlete participates. Student-athletes may receive awards in recognition of Conference or national championships from the University, the Southland Conference or an approved organization. The total value of any single award may not exceed $325 for a Conference championship or $325 for a national championship, except for awards purchased and presented by the NCAA to student-athletes for participation in NCAA championship events. 20 Appendix 2 505:2 Awards for participation in special events (e.g., bowl games, all-star games, featured individual competitions, etc.) may be presented by the University (or the management of the event) when either a team or an individual has represented the Department in such an event. However, the total value of any single award to a student-athlete may not exceed $350, with most-valuable player awards limited to a maximum value of $325. When multiple awards are presented for participation in the particular event or in honor of the student-athletes achievement, the total value of such awards may not exceed $300, per person, except for bowl-game and all-star game awards. For bowl-games or all-star games, student-athletes may receive awards valued at no more then $500 from the sponsoring agency and additional awards from the institution subject to a separate $350 limitation. Furthermore, established national awards received by a student-athlete (e.g., Heisman Trophy) are not subject to a value limitation. VARSITY LETTER AWARDS The following are general guidelines that will be used to determine recipients of Varsity Letter Awards. 1. The student-athlete must complete the entire academic year as a member of his/her team in good standing. 2. The student-athlete, to receive his/her letter award must return for the upcoming. Fall semester meeting all NCAA and SFA satisfactory progress requirements for academic eligibility. 3. A student-athlete will not receive his/her letter award, if during the academic year they had a positive drug test or was involved in serious misconduct as determined by the Director of Athletics. 4. Multiple sport athletes who have lettered in two or more different sports will receive their letter award from their scholarship sport. 5. In sports where letter criteria is based on percentage of time played, a student-athlete who is injured, will not have those competitions factored into their percentages. 6. Awards are based on seasons of competition completed at SFA. Transfer students from 2- year or 4-year institutions are not given letter award credit for competition at these schools. Basketball Participate in 20% of available minutes during season. Cross Country Place in the top 15 at the Southland Conference Cross Country Championships, or Place in the top 35 in two or more regular season competitions, or Be one of the top five finishers for SFA at a competition won by SFA. 21 Appendix 2 Football Participate in 20% of "available" plays for the season. Plays will be based on offensive plays and defensive plays separately. First-year freshman will letter if they compete and make the travel squad for at least 50% of the away from home contests. 505:3 Golf Must participate in four tournaments during academic year, or Play as a member of an SF A team that wins a tournament, or Win an individual scoring title at a tournament. Managers Complete entire season in good standing with team, and Travel with team to minimum of 50% of away contests, and Meet all academic standards required for student-athletes of same academic class. Softball Participate in 20% of available innings for regular season (pitchers). Start 35% of regular season games played Obtain 35% of Team At-Bat appearances based on average of 3 per game. Player will be credited with At-Bat for base-on-ball and sacrifice. Appear in 75% of all games played. Soccer Tennis Track & Field Participate in 50% of all halves available during the regular season. Goalkeepers will letter if they compete and make the travel squad for at least 75% of the away from home contests. Participate in 5 matches during the Spring season against other Division I opponents. Score a point in either the Southland Conference Indoor Track Championship or Outdoor Track Championship, or Qualify for the NCAA Indoor or Outdoor Track Championships, or Break or tie an existing SFA track record, or Earn of minimum of eight points during the Indoor Track Regular Season (excluding the SLC Indoor Championship) or fifteen points during the Outdoor Track Regular Season (excluding the SLC Outdoor Championship). These scoring opportunities must be at meets with five or more teams. Trainers Complete second full year in the Athletic Training Program in good standing, and 22 Appendix 2 Volleyball Meet all academic standards required for student-athletes of same academic class. To qualify for a 4-year letterman's ring: Complete 600 hours of athletic training work during the Fall and Spring semesters. Pass the Texas Athletic Trainers Licensing Exam within 12 months of graduation. Participate in 20% of regular season games played, or Be selected as a member of any All-Conference Southland Conference team (except All-Academic). 505:4 Baseball Position Players: 50 total at bats or appear in 28 games. Pitchers: Appear in 30 innings or appear in 10 regular season games, or A member of a team that wins the SLC baseball tournament, a team that appears in an NCAA regional or a College World Series game. Letter Awards First Year Second Year Third Year Four-Year Letter Winner at SFA All Seniors Backpack (1) Jacket (2) Blanket (3) Ring Senior Plaque The Senior Woman Administrator is responsible for collecting lettering information from each Head Coach and the Head Athletic Trainer to determine those student-athletes who have lettered during the academic year. The SWA then compiles a list of those student-athletes and the year(s) they have lettered. This list is submitted no later than June 15th to the Assistant Athletic Director for Business who places orders for the letter awards. The awards when received, with the exception of rings which are awarded during the Champions Dinner, are then given to the respective Head Coach who distributes them at the beginning of the Fall Semester. Sports Banquets Champions Dinner Each spring an end of the year sports banquet Champions Dinner will be held for the men's and women's sports programs. During this event the Department recognizes the outstanding contributions of its student-athletes. At this time, letter senior awards, four-year letter awards, and appropriate special awards are provided. All sports banquet Champion Dinner events are coordinated by the Associate Athletic Director for Internal Affairs Assistant Athletic Director for External Affairs working with the Media Relations Director, in order to coordinate the ordering of award plaques. 23 Appendix 2 Special Departmental Recognition Awards In addition to letter senior awards, the Department also recognizes outstanding team and individual performances by presenting the following awards at the All Sports Banquets Champions Dinner: Men's Sports • Ralph Todd Outstanding Male Athlete Award; • Bob Shelton Athletic Award; • Dick Wright Memorial Sportsmanship Award; • George Reese Sr. Memorial Golf Award; • Mart Crawford Football Award; • Cally Belcher Football Award; • Outstanding Track & Field Award; • Molaski Cross Country Award; • George Johnson Basketball Award; • Elvin Buddy Lowery Basketball Award; • Murray Shaw Top Academic Award for each sport; and the • Jene' Carter SAAC Award. Women's Sports • June Irwin Outstanding Female Athlete of the Year Award; • Sadie Allison Softball Award • Lucille Norton Basketball Award; • Carolyn Barnett Track and Field Award; • Ed and Gwen Cole Cross Country Award; • Scottie Bailess Volleyball Award; • Diane Baker Tennis Award; • Jene1 Carter SAAC Award • Pam Thorstenson Soccer Award; • Kathy McGough Top Female Academic Award; and the • Murray Shaw Top Academic Award for each sport. Men or Women's Sports • Steve McCarty Award SOUTHLAND CONFERENCE AND NCAA CHAMPIONSHIP AWARDS Team Awards Letter award recipients who are members of a Southland Conference or NCAA championship team may be given a special award in addition to their letter award. National and Southland Conference championship awards are within NCAA guidelines. An award may also be recommended, at the discretion of the sport's Head Coach with the approval of the Director of Athletics, to a deserving student-athlete who has not fulfilled the award requirements but has made an outstanding contribution to the team. 24 Appendix 2 Additionally, an appropriate award may be given to any member of a varsity team who wins an individual Southland Conference or NCAA championship, even though the team did not win the championship. Winners of Conference championships (and in some instances other team rankings, high overall to competitive ratings) participate in NCAA championship events in all SFA sponsored sports except football. The NCAA provides individual certificates to championship participants and team trophies to the school. Individual Awards The Southland Conference holds a Conference championship annually in each individual sport. Further, during the regular season, a Player of the Week is recognized in the sports of football, men's and women's basketball, volleyball, Softball, men's spring sports and women's spring sports. A Southland Conference Athlete-of-the-Year is also named in all sports, based on the student-athlete's athletic accomplishments and a Newcomer of the Year/Freshman of the Year is selected in all sports in which an all-conference team is selected by a vote of media representatives and/or Head Coaches. SCHOLAR-ATHLETE AWARDS The University, Department, Conference and NCAA annually recognize student-athletes who have excelled both academically and athletically. These awards are presented at the SFA Student-Athlete Sports Banquets held annually each spring. • Outstanding Student-Athlete Male and Female Each academic year SFA designates one male and one female student-athlete as the outstanding Student-Athlete. The recipients must have earned letters in their sports and have an outstanding academic record for all courses taken at SFA. POSTGRADUATE SCHOLARSHIP AWARDS SFA student-athletes are eligible for postgraduate scholarships on the University, State, Conference and national level. The Assistant Athletic Director for Student Services assists student-athletes in applying for these awards. • Conference Award F.L. McDonald Scholarship - The Southland Conference annually presents $1,000 each to senior male and female letter winners in a Conference sponsored sport. The recipients must have compiled the highest grade point averages in the Conference. The award is to be used for graduate school. Should the recipients not choose to attend graduate school the second highest nominee(s) receive the scholarship. Steve McCarty Citizenship Award - The Southland Conference annually presents this award to a male and female athlete to honor former SFA Athletic Director Steve McCarty. The award is presented for athletic achievement and citizenship as displayed by those student-athletes who are 25 Appendix 2 nominated by each member school. The nominees are then screened by the SLC Awards Committee and voted on by the members of the committee. • National Awards NCAA Post-Graduate Scholarship Award - The NCAA currently offers approximately 100 post graduate scholarship awards. These are one-time awards worth $4,000 per scholarship. To be eligible to receive an NCAA Post-Graduate Scholarship, the student-athlete must be nominated by the Director of Athletics, have a minimum GPA of 3.0 on a 4.0 scale and have achieved significant athletic achievement. Demonstrated campus and community leadership ability is also taken into consideration. Presently, each NCAA member institution may nominate one (1) student-athlete each, from men's and women's basketball. Two (2) nominations may be made in football and two (2) additional scholarship nominations may also be made in the other sports category. NCAA Women's Enhancement and Ethnic Minority Scholarships - This program was designed by the NCAA to help women and ethnic minorities pursue careers in sports administration or related programs. Those honored are awarded $6,000 postgraduate grants designed to assist them in their pursuit of a career in intercollegiate athletics. National Football Foundation and Hall of Fame Postgraduate Scholarship - This graduate fellowship, worth approximately $18,000, is awarded annually to a select group of college seniors who have demonstrated outstanding academic applications and performance, exemplary school leadership and citizenship, and superior football performance. NACDA/Disney Scholar Athlete Award - Each year ten (10) scholar athletes from around the country receive a $5,000 grant for postgraduate studies awarded by the National Association of Collegiate Directors of Athletics (NACDA) and the Walt Disney Company. The Walter Byers Postgraduate Scholarship Program - An annual academic award valued at $10,000 is given to deserving scholar athletes. The Delta Scholar-Athlete Award - This award consists of $5,000 per scholarship. SFA 7/2008 7/2009 26 Appendix 2 506A:l STUDENT-ATHLETES: MEDICAL POLICY The Department of Intercollegiate Athletics maintains a comprehensive sports medicine and athletic training program to ensure quality health care for its student-athletes. More specifically, the medical and training staff is responsible for the prevention, evaluation, treatment and rehabilitation of injuries or illnesses sustained as a result of participation in scheduled practices, competitions or during travel to and from these events. Maintaining adequate health care is shared responsibility between the Athletic Training staff, the Head Coaches and student-athletes. The Team Physician has absolute authority in determining the physical fitness of each student-athlete, to include deciding whether an ill or injured student-athlete may participate in practice or competition. Coaches must be willing to abide by and/or implement the instructions given by the Athletic Training staff and abide by medical disqualifications and restrictions. Student-athletes must immediately report any injury incurred during a scheduled practice or athletic event to a member of the Athletic Training staff. Athletic Training Staff The SFA Athletic Training staff consists of the Team Physician, the Head Athletic Trainer, Assistant Athletic Trainer, Graduate Assistants and student athletic trainers Athletic Training Students in consultation with orthopedic consultants and other medical specialists, as required. The Head Athletic Trainer, in consultation with the Team Physician, is responsible for ensuring that student-athletes receive proper treatment for athletically-related illnesses or injuries. All members of the Department involved in training, conditioning, coaching or supervision of students participating in University-sponsored athletic events are fully responsible to the Head Athletic Trainer with respect to matters pertaining to health and/or injuries. Operation and Use of Athletic Training Room Facilities Athletic Training Room hours of operations are ^00 6:30 a.m. - &30 6:00 p.m., Monday through Friday, during the academic year. Hours of operation are extended when additional coverage is necessary for scheduled events or practices. Coverage for usual practice sessions or events must be scheduled by the Head Coach at least one week prior to the event. The Head Athletic Trainer coordinates this coverage. The Head Athletic Trainer is responsible for the operation and supervision of the Athletic Training Room. Student-athletes are not allowed in the Athletic Training Room without supervision. All therapeutic modalities are administered by a member of the Athletic Training staff because of the potential danger involved. When the Training Room is not in use, it is to be locked at all times. Student-athletes receiving therapy are supervised at al times; under no circumstances is a patient receiving treatment left unattended. The Athletic Training Room is strictly for the use of those individuals involved in the intercollegiate athletics program; however, the facility is available to visiting teams on a as-needed courtesy basis. 27 Appendix 2 506 A:2 Care Providers and Referrals Only medical expenses related to athletic injuries that occur as a direct result of participation in the student-athlete's designated intercollegiate sport are covered. Participation includes voluntary physical activities that prepare the student-athlete for participation, as well as supervised pre-season conditioning, organized practice attended by a member of the coaching staff, or a Department sponsored game, meet or match. (The Department is not responsible for medical expenses incurred when a student-athlete is injured in a non-athletic event, such as while playing a recreational sport with friends.) The Head Athletic Trainer, or designate, evaluates all athletic injuries and refers student-athletes to specialists, when appropriate. All referrals for off-campus medical care must be authorized in advance by the Head Athletic Trainer. A Department of Athletics Injury Referral Form (see Appendix 506A-1) must be completed by the Head Athletic Trainer, or the Assistant Athletic Trainer, or the Graduate Assistant Athletic Trainer prior to consultation and accompany the athlete receiving treatment from an outside physician or specialist. For all illness (night or day), the student-athlete should immediately report to the Head Athletic Trainer, Assistant Athletic Trainer, or Graduate Assistant Athletic Trainer, or Team Student Trainer. Once seen, the Athletic Trainer decides if further medical attention is appropriate and arranges for an appointment with an appropriate physician as soon as possible. The student-athlete is responsible for reporting to the Head Athletic Trainer the physician's diagnosis, all drugs or special instructions required, and the advisability of returning to practice or competition. Psychological/Psychiatric Expenses Other than athletically-related injuries, the NCAA only allows payment of expenses incurred for eating disorders, drug-rehabilitation or by waiver policy. Only the Head Athletic Trainer may refer a student-athlete with these problems for psychological or psychiatric counseling to the University Counseling Center for initial evaluation in order for such treatment to be covered at the Department's expense. If the student-athlete is treated by the University or a private provider for psychological problems other than eating disorders or drug rehabilitation, expenses incurred are the financial responsibility of the student-athlete. If the Medical staff refers a student-athlete to University or private care for non-allowable medical treatment, the student-athlete is notified that such treatment is at his/her own expense. Medical Forms The Head Athletic Trainer mails a letter to all applicable students associated with the Department and their parents (i.e., prospects for tryouts, recruited students and returning student athletes) prior to the beginning of the academic year or pro season practice sessions. Various forms and information arc included with the letter as applicable for the individual student. Forms sent may include the following: •—Physical exam form, to bo completed by physician (Appendix 506A 2) •—Medical Consent and Release form (four parts) (Appendix 506A 3) ♦—Health History Questionnaire (for now student athletes) (Appendix 5Q6A 4); «—Medical Insurance Information form (Appendix 506A 5); ♦—Equipment Information and release form (Helmet Warning) (football only) (Appendix 506A 28 Appendix 2 NCAA Drug Testing consent form (Appendix 5Q2C 3); •—Consent Form (for testing of urine and authorization for confidential release of information) (appendix 506A 7). Students are requested to read and complete the applicable forms, with their parents and/or legal guardians, and return them to the Athletic Training Room prior to any practice session or tryout, as applicable. Medical Examinations All student-athletes participating in an intercollegiate sports program are required to undergo a comprehensive physical examination prior to any participation in practice or competition. All new student-athletes are required to complete the Medical History form and are given a complete physical examination under the supervision of the Head Athletic Trainer to include an EKG, urinalysis and urine drug testing. Thereafter, student-athletes are required to complete an annual health history update, with physical examination or specialty consultation performed only on those areas of the body where a change has occurred from the time of the initial examination. (See Appendix 506A-8 for Annual Health Information and Re-Examination forms.) Head Coaches are responsible for submitting completed team rosters to the Head Athletic Trainer each spring with updates and additions provided a minimum of two (2) weeks prior to the first day of the fall semester. The Assistant Athletic Trainer or the Graduate Assistant Athletic Trainer Team's Student Trainer is responsible for setting up physical exam appointments and returning the team roster with appointment times and place indicated. Physical exam priorities are established according to official practice starting dates, and are set by the Team Physician and Head Athletic Trainer (e.g., Football on or before August 18 to 21; Cross Country on or before August 27 to 31). Physicals are completed at the University Health Center. A member of the Athletic Training staff is on hand during the course of all physical examinations to observe the procedures and policies of the attending physician and to assist the physician at his/her discretion. It is the responsibility of the Athletic Training staff to ensure that each student-athlete has completed his/her physical examination before providing written notification for the issuance of athletic equipment. Each physical examination focuses on the following areas of concern: 1. Evaluation of Sports Health History Evaluation Form (first year student-athletes); 2. Evaluation of existing medical records; 3. Orthopedic Checks; 4. Sight and Hearing Acuity Screening; §r TB Skin Test; 6r5. Urinalysis; 7.6. Blood analysis (no drug screening); and 8.7. Personal and mental evaluation (at physician's discretion). • Walk-on Student-Athletes Physical Examinations Walk-on athletes trying-out for a team are required to show proof of medical insurance and to sign a waiver of responsibility as part of Appendix 506A-8. If selected for 29 Appendix 2 participation in a sport, the student-athlete must complete the required Medical History form, and participate in a complete physical examination with EKG, urinalysis—and urine drug—testing. It is the responsibility of the Head Coach, or designate, of each sport to ensure that the physical exam has been completed prior to tryouts, practice or participation. All first-time, walk-on student-athletes are responsible for securing their own athletic physicals and are responsible for any costs incurred. Appropriate forms for the examination are to be obtained from the Head Athletic Trainer. Walk-on student-athletes who have appeared on a team roster for one complete season, are considered as team members for the purpose of physical exams only and may receive subsequent physical exams and post-eligibility exams at no cost. Post Eligibility Examinations All student-athletes are given an exit complete physical examination upon the completion of their eligibility. The examination is designed to ascertain the physical health and well-being of each student-athlete and to release the Department of Intercollegiate Athletics from any responsibility for injuries sustained by the athlete in competitions other than intercollegiate sports sanctioned by the Department. Medical Records A medical record file is created at the time a student-athlete joins the intercollegiate athletics program and completes the initial physical examination. Complete medical records for all student-athletes participating in the intercollegiate athletics program are accurately maintained and up-dated during the time a student-athlete is competing for SFA. All records are kept on-file for a period of ten-seven (710) years following competition. The medical file contains the appropriate insurance information, medical histories, authorizations, understandings and agreements between the University and the student-athlete and his/her parents or legal guardians, as well as history of athletically related injuries and illnesses, and any treatments rendered. Additionally, the Athletic Training staff maintains complete records of all encounters, medical referrals, medication records, exams, injuries, and other information pertinent to the student-athlete's medical history. A Daily Treatment Report is maintained in the Training Room by the Athletic Training staff which reflects all treatments provided on a given day, treatment appointments and medication. The reports are furnished on a daily basis to the appropriate Head Coach. Coverage for Scheduled Practices and Events The Athletic Training staff is initially responsible for treating any injury or illness sustained as a result of athletic participation in scheduled practices and games, or during travel to and from those events. For low risk sorts, such coverage may be provided by the Athletic Training staff member who is on call or on duty in the Training Room. For high-risk sports, coverage is provided at the site of the practice or competition. Physician coverage is provided as needed. All Head Coaches and their assistants are responsible for familiarizing themselves with the Department's medical policies. Coaches should be equipped to handle emergency situations in the absence of a member of the Athletic Training staff. Such knowledge is not only vital to the 30 Appendix 2 welfare of the student-athlete, but is important in preventing charges of neglect or misconduct from being filed against the coach in charge. 506 A:5 Preventative Care The Athletic Training staff is responsible for not only providing medical care to injured student-athletes, but also preventing injury by identifying risk factors associated with athletic participation, and educating coaches and student-athletes on preventive safety techniques. Additionally, all coaches should be able to recognize the onset of fatigue, dehydration and heat exhaustion and notify a member of the Athletic Training staff when such an event occurs. It is the responsibility of the coaches, as well as the Head Athletic Trainer and Equipment Manager to make sure that all athletic equipment is in good working order and inspected on a regular basis. Coaches must ensure that each student-athlete is wearing appropriate, properly fitted athletic equipment. When there are adverse climate conditions, extreme care is used to maintain the proper balance of electrolytes. The Athletic Training staff works with the Director of Wellness Center to provide dietary counseling to student-athletes. More specifically, every effort is made to provide and adequate number of calories and proper nutrition to student-athletes who are actively participating. Student-athletes needing help with weight control may be referred by the Athletic staff to a physician for evaluation and nutritional consulting. Treatment of Illness or Injury All injuries, including dental injuries, and illnesses are to be reported immediately to a member of the Athletic Training staff for emergency first aid and evaluation. If necessary, the student-athlete is referred to the Team Physician for medical diagnosis and prescribed treatment. The Head Athletic Trainer may refer the athlete to orthopedic consultants or other specialists. The Athletic Training staff provides prophylactic taping, bracing and padding for injured parts, as well as stretching and strengthening exercises for specific injuries. In addition, rehabilitative therapy (strengthening and range of motion exercises and/or treatment with appropriate modalities) is provided by the Athletic Training staff under the Head Athletic Trainer's or Team Physician's supervision. It is the student-athlete's responsibility to follow recommended Training Room procedures related to the care of any athletic injury. Failure to do so may result in an unnecessary, lengthy rehabilitation and a prolonged absence from participation in the sport. The Athletic Training staff monitors the progress of all student-athletes during treatment in the Training Room and keeps complete and accurate records on the progress of student-athletes during the treatment period. Required diagnostic tests for injured student-athletes and transportation to medical testing facilities is also coordinated by the Head Athletic Trainer when required. When surgery or hospitalization of a student-athlete who is a minor is recommended, the Head Athletic Trainer contacts the student-athlete's parents or guardians to inform them of their son's/daughter's diagnosis, prognosis and current health status. Contact must be made with 31 Appendix 2 parents or guardians prior to the scheduling of surgery. The student-athletes and his/her parents should be informed of the right to a second opinion when surgery is recommended. Athletes injured on an away trip should be returned to SFA, if possible. If a member of the Athletic Training staff is not traveling with the team, the coach is responsible for obtaining the assistance of the host school's team physician or certified trainer. Every effort should be 506 A:6 made to contact the parents or guardian of a dependent student-athlete prior to hospitalization or surgery, to inform them of the injury. In emergency situations, immediate medical care should be obtained. If a member of the Athletic Training staff is not present on the trip, the Athletic Training staff must be notified concerning the injury. • Dental Care Dental screening assessments are included in the pre-participation physical examinations given to all student-athletes. Mouthpieces are fitted for those student-athletes participating in contact sports. If the mouthpiece is not worn or has been lost, the Department is not responsible for dental charges. The Department assumes financial responsibility for dental care which is a direct result of an athletic injury sustained in formal practice or competition in the student-athlete's designated sport. Student-athletes are to immediately (i.e., within 24 hours) report all dental injuries to a member of the Athletic Training staff. The Department will not pay for general dental treatment (e.g., cleaning of teeth or treatment of cavities). • Eye Care Eye exams are performed as part of the annual physical exam. If eye problems are discovered, the student-athlete is referred by the Head Athletic Trainer to an optometrist or ophthalmologist. As mandated by the NCAA, the Department may only pay for glasses and/or contact lenses that are required for practice and/or competition. The Department assumes financial responsibility only for eye injuries sustained in training, scheduled practices and competitions in the student-athlete's designated sport. The Department replaces and assumes responsibility for the payment of glasses or contacts which are lost or broken, provided: 1. There is a record in the student-athlete's personal file of his/her need for corrective lenses to participate in said sport; 2. There is an injury report filed the day of breakage or loss of glasses or contacts detailing the situation; 3. There is proof that breakage or loss occurred during practice for a participation in an authorized intercollegiate athletic event; and 4. The Head Athletic Trainer has issued an authorization referral and acquired an appointment for the student-athlete. Fifth Year of Eligibility for Medical Hardship A Head Coach may initiate the request for a fifth year of eligibility for a player who is ill or was injured during the first half of the sport's traditional playing season and can no longer participate 32 Appendix 2 in his/her sport's program. The Head Athletic Trainer and/or Team Physician, under the direction of the Director of Athletics, reviews the student-athlete's medical records to determine if the fifth year option applies. If the Head Athletic Trainer or appropriate consultant agrees that the student-athlete should be granted a fifth year of eligibility, a Southland Conference Hardship Waiver Petition (see Appendix 506A-9) must be completed. This petition must also include the following: 506A:7 • The date of the injury or illness; • An anatomical diagnosis of the injury or illness; • The treatment prescribed; and • The medical reasons for disqualifying the student-athlete from competition; and • The extent of authorized participation subsequent to onset of injury or illness. Additionally, a published schedule of events, and a copy of the student-athlete's transcript must accompany the petition. The petition must be signed by the student-athlete, the Head Coach and the Director of Athletics before being forwarded to the Southland Conference Office for the approval of the Commissioner. Medical Expense and Insurance Coverage Medical expenses incurred as a direct result of participation in organized practice or competition at SFA are considered the responsibility of the Department. All student-athletes are required to complete and return the Medical Coverage for Athletes Policy (see Appendix 506A-10) to the Athletic Training Room prior to the issuance of equipment for practice. Student-athletes not covered by family or individual policies are encouraged to purchase student insurance for coverage of non-athletically related illnesses or injury. The student-athlete's own insurance policy is used in all instances to cover expenses related to any athletically related injury. If the insurance does not cover an athletically related injury or does not fully cover the charges, the Department, as secondary insurer, is responsible for the balance. Parents are notified by the Head Athletic Trainer or designate. Unauthorized, outside medical expenses are considered to be the responsibility of the student-athlete. Post-Eligibility Insurance Coverage The University realizes that certain injuries which are the direct result of intercollegiate athletics participation may require additional medical attention after a student-athlete has exhausted his or her eligibility. Therefore, secondary insurance coverage is provided for up to one (1) year after the date of a student-athlete's last competition This coverage is dependent upon documentation of injury, reasonable adherence to medical advice during rehabilitation and no further evidence of post-competition re-injury. Each case is individually reviewed for strict adherence to these guidelines. Arrangements for the continuing care of a student-athlete with an athletically related injury are to be made before he/she leaves the University, either as a result of withdrawal or graduation. If prior arrangements for short or long-term care are not made, the University is released from all responsibility. 33 Appendix 2 Catastrophic Injury Policy The Department provides coverage for all student-athletes and athletic personnel against catastrophic injury while representing Stephen F. Austin State University in travel to or from or while participating in an athletic contest. Special catastrophic injury medical insurance provides payment for serious injuries up to the limit of the policy. The Department assumes no legal liability or moral responsibility for injury to a student-athlete that was not caused by the negligent acts or omissions of an officer, employee, or agent of the Department. Claims by third parties for damages as a result of injury to astudent- 506A:8 athlete are investigated in the same manner as any other liability claim against the University. Distribution of Drugs and Medication The Department recognizes its responsibility related to controlling the purchase, storage and dispensing of prescription drugs, both narcotic and non-narcotic, as well as the keeping of records related to these activities. All of these activities must be in keeping with state and federal laws, as well as Athletic Training Room procedures, and they must be carried out in such a manner as to provide proper security. All prescription medications stocked in the Athletic Training Room are labeled and pre-dispensed. The medications are distributed by written prescription from the Team Physician or referral physicians or dentists. Medications unavailable in the Athletic Training Room are referred by written prescription to the University Health Center Pharmacy or to a designated pharmacy in the community. Non-prescription medications are distributed by the Athletic Training staff following established Athletic Training Room protocol. No other Department personnel are allowed to distribute medications to student-athletes. The Department pays only for medications prescribed by the Team Physician and referral physicians and dentists. SFA 1/1996 7/2009 34 Appendix 2 507B:l STUDENT-ATHLETES: PROMOTIONAL ACTIVITIES The Department of Intercollegiate Athletics adheres to all University, Southland Conference, SFL and NCAA rules and regulations related to student-athletes' participation in promotional activities. NCAA rules specifically state when and under what conditions such activities are permissible, and they must be strictly followed when evaluating potential promotional activities for Stephen F. Austin State University student-athletes. The Assistant Associate Athletic Director for Compliance is responsible for evaluating and approving all requests for promotional activities before submitting them to the Director of Athletics for final approval. Adherence to Related NCAA Regulations Specifically, NCAA Bylaw 12.5 states that a member institution or recognized entity thereof (i.e., fraternity, student government organization, etc.), a member conference, and noninstitutional charitable, educational or nonprofit agencies may use the student-athlete's name, picture or appearance to support its charitable or educational activities, or to support activities considered incidental to the student-athlete's participation in intercollegiate athletics, provided the Director of Athletics gives his/her written approval to the activity. As a prerequisite to the approval, the student athlete and an authorized representative of the entity must sign a release statement (see Appendix 507B 1 for a sample release statement) ensuring that the student athlete's name, imago or appearance is used in a manner consistent with the following requirements: • The specific activity or project in which the student-athlete participates does not involve co-sponsorship, advertisement or promotion by a commercial agency other than through the reproduction of the sponsoring company's regular trademark or logo printed on materials such as pictures, posters or calendars. The company's emblem, name, address, telephone number and Web site address may be included with the trademark or logo. Personal names, message and slogans (other than an officially registered trademark) are prohibited. (Specifically, student-athletes may not appear as commercial spokesmen or representatives for companies. Furthermore, no monetary compensation other than for allowable expenses may be made to the student-athlete.); • The name or picture of a student-athlete with remaining eligibility may not appear on an institutions printed promotional item (e.g., poster, calendar) that includes a reproduction of a product with which a commercial entity is associated if the commercial entity's officially registered trademark or logo also appears on the item. • The student-athlete does not miss a class to participate in the activity; • The student-athlete's name, picture or appearance is not utilized to promote the commercial ventures of any nonprofit agency; • Any commercial items with the names or pictures of student-athletes may be sold only at outlets controlled by the charitable or educational organization or the University; and, • All monies derived from the activity or project go directly to the member institution, charitable organization, or educational/nonprofit agency. However, 35 Appendix 2 The student-athlete is permitted to receive legitimate and normal expenses from the University, charitable organization or educational agency related to the activity, provided participation takes place within the state or, if outside the state, within a 100- mile radius of the campus. Any commercial items with names, likenesses or pictures of multiple student-athletes (other than highlight films or media guides) may be sold only at the member instutition at which the student-athletes are enrolled, institutionally controlled (owned and operated) outlets or outlets controlled by the charitable or educational organization (e.g., location of the charitable or educational organization, site of charitable event during the event). Items that include an individual student-athlete's name, picture or likeness (e.g., name on jersey, name or likeness on a bobble-head doll), other than informational items (e.g., media guide, schedule cards, institutional publications), may not be sold. The Associate Athletic Director for Compliance is responsible for evaluating requests by University, charitable or educational entities desiring to use SFA student-athletes to promote their causes or requesting a student-athlete as a speaker. Each organization requesting participation of student-athletes in promotional activities must submit a request, in writing, to the Assistant Athletic Director for Compliance. If the request meets NCAA requirements, it is forwarded to the Director of Athletics for approval. Summer Sports Camps Promotions A student-athlete's name, picture and institutional affiliation may be used by a privately owned summer sports camp in its brochure only to identify the student-athlete as a staff member. The student-athlete's name or picture may not be used in any other way to directly advertise or promote the camp. SFA 1/1996 7/2009 36 Appendix 2 604O1 FACILITIES: STRENGTH AND CONDITIONING The Department of Intercollegiate Athletics1 strength and conditioning program is designed to enhance the physical well-being of its student-athletes through strength training, flexibility, anaerobic conditioning, nutritional consultation, sports-specific physiological analysis and rehabilitation. The Director of Wellness Center manages the operation of the strength and conditioning programs and reports to the Director of Athletics. Facilitators are delegated responsibility for specific sports' training programs under the direct supervision of the Director of Wellness Center. All intercollegiate sports teams are allowed access to a strength and conditioning training facility. Based on physiological evaluations, the Director of Wellness Center works closely with each sport's Head Coach to design individual programs for every student-athlete. In general, each student-athlete is encouraged to complete a prescribed number of training programs during each 12-month cycle. NCAA regulations and University liability insurance requirements restrict the use of Departmental strength and conditioning room facilities to enrolled student-athletes and approved staff, however, during off peak periods enrolled SFA students, faculty and staff may also have access to the facilities. Specifically, the strength and conditioning rooms may not be used by high school students or unapproved guests. The Director of Wellness Center retains the right to refuse access to any individual wishing to use the facilities. Strength and conditioning facility use is restricted to posted operating hours. The Director of Wellness Center retains authority to change hours of operation as necessary. Head Coaches are responsible for scheduling their team's work-outs with the Director of Wellness Center and for reporting team schedule changes as they occur. Scheduled team workouts take priority over individual training, with revenue sports granted preferential scheduling rights. The strength and conditioning facility is generally available from 6:00 a.m. to 6:00 p.m., Monday through Friday. Strength and Conditioning Rooms The Jimmy Murphy Wellness Center facility is located outside the southwest corner of Homer Bryce Stadium. It houses a variety of strength training equipment and free weights. Use of Weight Training Facilities At the beginning of the academic year, each Head Coach is responsible for scheduling an orientation meeting for his/her team with the Director of Wellness Center. The orientation is designed to familiarize the coaching staff and the student-athletes with Strength and Conditioning policies and procedures. All rules and guidelines governing the facilities and work-outs are disseminated during the orientation. Student-athlete attendance is mandatory prior to being granted work-out privileges. Release Form 37 Appendix 2 The Department of Intercollegiate Athletics strength and condition facilities are provided for the exclusive use of currently enrolled, eligible SFA student-athletes and Departmental staff. 604G2 With the approval of the Director of Wellness Center and the Director of Athletics, other individuals may be granted access to the facilities on a limited basis, provided their training does not interfere with athletic program requirements. Individuals who may be provided privileges include: 1. Former SFA athletes and professional athletes who train in the area in their off-season; 2. Currently enrolled SFA student-athletes who have completed their eligibility but are continuing their education; & Currently enrolled SFA students 4. SFA faculty and staff members; and 5. Individuals approved by the Director of Athletics for facility use. All individuals approved to use either facility are required to sign a Weight Room Release Form (see Appendix 604C-1), releasing the Department of Intercollegiate Athletics and its staff from liability in the event of injury or accident. Rules of Conduct and Operation All student-athletes, students and staff members who use the facility are required to comply with the rules of operation regarding conduct and equipment use. Violators of established rules are subject to discipline and possible suspension of training privileges. Respective Head Coaches are notified of all disciplinary actions. Although each facility may establish specific operational procedures, the following rules have been established to ensure a safe environment for both areas. 1. Only authorized personnel and currently enrolled student-athletes are allowed to use the strength and conditioning facility. 2. The strength and conditioning facility is locked at all times unless a trained and authorized supervisor is present. Student-athletes are to lift only when their sport is schedule or during open-lifting periods. 3. Student-athletes are to be mindful of the purpose of Strength and Conditioning Program and give maximum effort during workouts. 4. Present and former athletes using the facilities must have their program approved by the Director of Wellness Center. Any program revision must also be approved. 5. Student-athletes are to consult with the Director of Wellness Center, or designate, whenever they have a training question. 6. A coach must be on the floor of the strength and conditioning rooms when the training of individuals or teams is in progress. 38 Appendix 2 604G3 7. Every athlete must wear a shirt, shorts or sweats and closed-toed shoes (i.e., no sandals or thongs) at all times. No one will be allowed to lift in street clothes. 8. Soft drinks, food and tobacco products are not allowed in the facilities. 9. Each weight is to be returned to the specifically marked place on the rack after use. 10. All dumbbells must be replaced in sequence on the rack after each use. 11. All lifters must use collars on all sets. Including warm-ups. 12. All lifters must use spotters. 13. All blocks, mats, straps, etc., used during workouts are to be replaced. 14. No rough-housing or improper conduct will be tolerated. Individuals are expected to be courteous to others and respectful of the facility. 15. No equipment is to leave the facilities for any reason. 16. Injuries of any type are to be reported immediately. Disciplinary Action Disciplinary actions are based on the severity of the rules of conduct or operation violation. As appropriate, the discipline may include physical workouts, required community service or suspension from the facility. The Director of Wellness Center consults with the sport's Head Coach when disciplining student-athletes. SFA 7/1999 7/2009 39 Appendix 2 802:1 NCAA GUIDELINES FOR REPRESENTATIVES OF ATHLETICS INTERESTS The Department of Intercollegiate Athletics recognizes the value of the support received from its alumni and friends. Booster organizations who seek to represent the University's athletics interests are expected to adhere to the policies and procedures established by the University for the governance of its intercollegiate athletics program. Furthermore, the Department ensures that all groups subscribe to the fiscal policies and procedures of the University and the Department of Intercollegiate Athletics. Each individual associated with a booster organization is responsible for upholding all Southland Conference and NCAA rules and regulations concerning outside support of the intercollegiate athletics program. Departmental administrators and coaches must ensure that information concerning such rules and regulations is made available to alumni, friends of Lumberjack and Ladyjack athletics and members of booster organizations. The Department publishes and distributes A Rules and Regulations Guide for Alumni and Friends of SFA Athletics. This pamphlet publication outlines pertinent definitions used within athletics and important NCAA rules and can be found on the Athletic Department Webpage. The Associate Athletic Director for Compliance and Student Services, working with the Director of Athletics, distributes those pamphlets within the community and to interested parties. Additionally, The Associate Athletic Director for Compliance arid Student Services is available for individual inquiries related to the area of representatives of athletics interests, referred to as boosters in the following policy. NCAA Regulations As friends of the University and supporters of its athletics program, the NCAA requires that boosters adhere to the same regulations as the coaches, administrators and staff members in the Department of Intercollegiate Athletics. Because of this, it is important that boosters be aware of the rules which govern athletics so that they can avoid unintentional rule violations. The Associate Athletic Director for Compliance and Student Services ensures that boosters are informed of the NCAA rules regarding athletics representatives and arc updated with updates to the website about rule changes as they occur. A summary of these rules is provided below. Prospective Student-Athletes Boosters must not be involved in recruiting activities. The NCAA rules involving prospects forbid booster: 1. to have any recruiting contact, whether in person, by mail or by telephone, with a prospect* or a prospect's relatives or legal guardians. 2. to contact an enrolled student-athlete at another four-year institution (or one who has withdrawn) to investigate the possibility of a transfer. 3. to be reimbursed or paid by the University to student or recruit prospects. 40 Appendix 2 802:2 4. to be involved in arranging for, offering or giving financial aid or other benefits not permitted by NCAA regulations to a prospect or his/her relatives or friends, regardless of whether the benefit is available to other students. 5. to finance, arrange for or use non-permissible recruiting aids or promotional material, such as newspaper advertisements, bumper stickers or message buttons to publicize the Department's interest in a prospect. 6. to provide or arrange for the payment of transporting a prospect or his/her friends or family to visit the University. 7. to make any type of recruiting attempt during a casual, unintentional contact with a prospective student-athlete. 8. to entertain or provide transportation, tickets, gifts or other benefits to a high school, preparatory or two-year college coach. Prospective student-athletes may not be treated in the same manner as enrolled student-athletes. Actions that are appropriate for enrolled student-athletes may be considered inappropriate offers or inducements (not to mention recruiting violations) if offered to a prospective student-athlete. The following actions are considered inducements that boosters should not offer to prospects under any circumstance: • Cash or loans to the prospect or his/her family or friends; • The promise of employment after college graduation; • Special discounts on or co-signing for loans; • Employment arrangements for a prospect's friends or relatives; • Free or reduced-cost services, rentals or purchases of any type. *A prospective student-athlete (prospect) is a student who has started classes for the ninth grade. In addition, a student who has not started classes for the ninth grade becomes a prospective student-athlete if the institution provides such an individual (or the individual's relatives or friends) any financial assistance or other benefits that the institution does not provide to prospective students generally. (NCAA Manual 13.02.11) • Payment of any part of the registrations fees for a summer sports camp; • Use of an automobi